Overview
The Administrative Assistant will be responsible for initiating, reviewing, processing, and following up on human resource activities, assisting with budget and finance, and performing general administrative duties.
Key Responsibilities
- Initiates, reviews, processes and follows-up on actions related to human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc.
- Responds to enquiries and provides information and advice to staff and contractors regarding entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations and the Terms and Conditions of vendor contracts.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Inspira.
- Monitors staffing table and prepares relevant statistical data/charts.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Monitors expenditures and compares with approved budget; alerts managers of potential funding issues; 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 ERP 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.
- 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.
Required Experience
A minimum of seven years of experience in administrative services, finance, accounting, human resources or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent is required. Experience with Microsoft Office suite (Word, Excel, SharePoint) is required. Experience with administrative procedures as well as knowledge of UN financial rules is desirable. One year or more of experience in data analytics or related area is desirable.
Qualifications
High school diploma or equivalent is required.
