Overview
The Administrative Assistant will support the Child Protection Team in the Department of Peace Operations by managing human resources, budget, finance, and general administrative tasks.
Key Responsibilities
- Initiates, processes, monitors, reviews and follows-up on human resource activities including recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, and training.
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices.
- Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables, drafts cost plans.
- Reviews status of relevant expenditures and compares with approved budget.
- Reviews requisitions for goods and services.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Coordinates extensively with service units and liaises frequently with internal team members.
- Performs other related administrative duties, as required.
- Provides assistance to other Protection Pillar teams as needed.
- Assists with day-to-day administration of contracts between the UN and external contractors.
- 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.
Required Experience
A minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience working in an international organization is required. Experience with non-staff recruitment and acquisition functions in Umoja or similar ERP system is desirable. Experience with integrated information management systems (such as Inspira or Unite Correspondence) is desirable. Experience preparing and processing official travel is desirable.
Qualifications
High school diploma or equivalent is required.
