Overview
The Administrative Assistant (G6) role supports the Department of Safety and Security (UNDSS) by managing human resources, budget, finance, general administration, and contract administration tasks.
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, and conditions of service.
- Monitors and maintains staffing table and prepares statistical data/charts.
- Advises staff on submission of travel authorizations and reviews travel claims.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Monitors expenditures and prepares adjustments as necessary.
- Prepares or customizes financial reports from Umoja system generated reports.
- Drafts routine correspondence and coordinates with service units and internal team members.
- Performs other related administrative duties, including operational travel programme, monitoring accounts, space planning, and equipment maintenance.
- Manages asset and inventory records, including tagging, tracking, and physical verification.
- Maintains the asset register and inventory tracking system.
- Assists with contracts and lease agreements, including reviewing invoices.
- Maintains contract files, agreements, 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, including UN grounds passes, visas, laissez-passer, and UNDP driving licenses.
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.
