Overview
The Administrative Assistant will provide administrative support within the Department of Safety and Security (UNDSS) in East Jerusalem, reporting to the Administrative Officer.
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 staff enquiries regarding entitlements, administrative procedures, and conditions of service.
- Monitors and maintains staffing table and prepares statistical data.
- Advises staff on travel authorizations and reviews travel claims.
- Assists in the preparation and review of financial and human resource proposals.
- Monitors expenditures and prepares adjustments.
- Prepares or customizes financial reports.
- Drafts routine correspondence.
- Coordinates with service units and internal team members.
- Performs other related administrative duties, as required.
- Manages asset and inventory records.
- Assists with contracts and lease agreements with external service providers.
- Maintains contract files and supporting documentation.
- Uses Quantum (UNDP ERP) to create e-requisitions and support procurement actions.
- Ensures timely processing and payment of contractors’ invoices.
- Prepares and processes UN forms and permissions for UN staff.
Required Experience
- A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, procurement or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
- At least two (2) years of experience processing financial management, payment, budgeting, accounting is required.
- At least two (2) years of experience in contract management, procurement, coordinating with suppliers, external clients is required.
- Experience in using administration modules in an Enterprise Resource Planning (ERP) system, such as Umoja SAP, UNDP Quantum or similar ERP tool, including for administrative procedures, payment processing, and inventory management, is desirable.
- At least one year of experience in data analytics or related area is desirable.
- Experience in providing administrative support within the UN common system, similar international organization or an international NGO is desirable.
Qualifications
- High school diploma or equivalent.
- Successful completion of studies in accounting, commerce, business administration, or a related field is desirable.
