Overview
The Administrative Assistant will provide administrative support within the Administrative and Logistics Unit in the United Nations Office of the Special Envoy for Syria (OSE-Syria) in Damascus.
Key Responsibilities
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Process entitlements-related claims and reports.
- Follows-up on actions related to the administration of the unit’s human resource activities.
- Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables.
- Consolidates data received and provides support to higher-level staff with respect to budget reviews.
- Reviews status of relevant expenditures and compares with approved budget.
- Reviews requisitions for goods and services.
- Assists in the preparation of statistical tables and standard financial reports.
- Provide administrative support to the Administrative Officer.
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
- Drafts routine correspondence including Note verbal’s to the Ministry of Foreign Affairs.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Performs other related administrative duties, as required.
- Assists with day-to-day administration of contracts between the UN and external contractors.
- Processes payment of contractors' invoices and monitor the payments.
- Assists in the drafting of standard operating procedures (SOPs) on matters related to administration and is responsible for keeping SOPs up to date.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
- Assists with visualizations and updating information material such as web pages or brochures.
- Conduct physical verification, goods issue, service order of UN inventory.
- Perform other duties as required by the supervisor.
Required Experience
A minimum of three (3) years of experience in general office support, programme/project budget administration or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Experience with the United Nations or other international organizations is desirable. Work experience using Umoja, Inspira, Sharepoint, or comparable interfaces is desirable.
Qualifications
High school diploma or equivalent is required. Good computer skills with extensive experience in word processing, spreadsheets, and other software application is required. Good writing skills are required.
