Overview
The Administrative Assistant will be responsible for performing a range of administrative functions within the Strategic Air Operations Center (SAOC), supporting the Chief of SAOC.
Key Responsibilities
- Monitors records for time and attendance, performance appraisal, etc.
- Drafts, maintains and reviews organizational staffing tables.
- Monitors status of expenditures and allotments.
- Reviews status of relevant expenditures and compares with approved budget.
- Provides technical information for requisitions for goods and services.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
- Prepares, processes and follows up on administrative arrangements and forms related to training courses.
- Liaises with international aviation institutions for release of International Agreements.
- Drafts routine correspondence.
- Support the preparation, standardization and revision of SAOC Standard Operating Procedure (SOP).
- Act as focal point for administrative applications.
- Maintains (electronic) files.
- Coordinates extensively with service units and liaises frequently with internal team members.
- Performs other related administrative duties, as required.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
- Assists with visualizations and updating information material.
- Assists with day-to-day administration of contracts between the UN and external contractors.
- Audits the contractors' invoices against the goods and services provided.
- Support and monitors the invoice payment process.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service to UN staff.
- Records new contracts, amendments, aircraft types, Registration Numbers, Call Signs and Vendors.
- Supports the Missions in keeping AIMS updated and running for planning, raises tickets for troubleshooting.
Required Experience
- A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
- Experience in SAP for the procurement and payment workflow, Supplier Relationship Management (SRM), and Enterprise Resource Planning Central Component (ECC) is required.
- Experience in processing invoices and supporting payments in coordination with Finance units or equivalent, is required.
- Experience in contract administration processes, including amendments, compliance check and vendor performance is desirable.
- At least one (1) year of experience in data analytics or related area is desirable.
Qualifications
High school diploma or equivalent.
