Overview
The Administrative Assistant will be responsible for supporting the Safety and Security Section with human resources, budget, finance, and general administrative duties.
Key Responsibilities
- Initiates, reviews, processes and follows-up on human resource activities including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation of staff.
- Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
- Reviews and processes personnel actions through IMIS.
- Monitors staffing table and prepare relevant statistical data/charts.
- Liaises with the UNDSS HQ Executive Office on matters related to UNDSS security positions, reporting, data collection, planning, and execution of the security budget.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Prepares or customizes financial reports from IMIS system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Assist the Chief of Section in his/her capacity as Security Adviser for Chile on all related administrative matters, including liaising with administrative counterparts in UNDP.
- Manage, on behalf of the Section, timekeeping and administrative management, including acting in UMOJA and/or guiding security personnel on such procedures.
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Liaises with the UNDSS HQ Executive Office on all matters related to UNDSS service contracts concerning standard assets and materials to be procured by the Safety and Security Section.
Required Experience
- At least seven years (7) of experience in administrative services, finance, accounting, audit, human resources, or related area is required.
- The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
- One (1) year or more of experience in data analytics or related area is desirable.
- Previous working experience within a security environment, either private or public, in administrative roles or in any other role where timekeeping of shifts was mandatory, is desirable.
Qualifications
High school diploma or equivalent is required.
