Administrative Assistant


Contacts:

This position is located in the Organizational Development Section (ODS), Global Strategy and Policy Division (GSPD), Office of Human Resources (OHR) of the Department of Management Strategy, Policy and Compliance (DMSPC). The incumbent reports to the Section Chief or a Senior Officer.

The Global Strategy and Policy Division serves as the central strategic authority for all matters pertaining to the management of human resources. It ensures that the Organization has the strategies, policies, frameworks and tools to attract, develop and retain a talented and diverse global workforce. It nurtures a culture of engagement, leadership and results. It provides policy, strategic and thought leadership, innovations and solutions for the end-to-end management of talent: from strategic workforce planning; talent acquisition; organizational and staff development and growth; performance management; including Organization-wide mobility and appropriate duty of care, for all Secretariat staff.ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties:

Budget and Finance

Monitors status of expenditures and allotments linked to the Secretariat Budget for Centrally Coordinated Programmes and Upgrading of Substantive and Technical Skills (USTS).
Reviews status of relevant expenditures and compares with approved budget, flagging any possible overspending.
Reviews requisitions for goods and services in Umoja to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
Reviews requests for learning budget funds, taking into account needs and the analysis and evaluation.
Assists in reviewing expenditure reports submitted by Offices Away from HQ in June, and provide feedback and analysis on disbursement of second allocation.
Assists in the preparation of budget performance submissions, reviewing all learning completed, and assesses unused budget at the end of the financial year.
Prepares statistical tables, including of participation in learning programmes, and standard financial reports.

General Administration

Drafts routine internal and external correspondence.
Maintains files of rules, regulations, administrative instructions and other related documentation.
Maintains up-to-date work unit files.
Coordinates with work unit and external counterparts.
Trains other administrative assistants to support the performance of their duties as required.
Supports the organization of learning programmes.
Performs other related administrative duties, as required.

Contract Administration

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 and approved.
Processes the payment of contractors’ invoices and monitor payments.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.Education

High school diploma or equivalent is required.Work Experience

A minimum of five years of experience in administrative services, finance, budgeting, accounting, audit, human resources or related area is required.

Experience in Advanced Excel, PowerBI, and hands-on experience in an Enterprise Resource Planning system is desirable.

Experience in supporting the organization of learning programmes is desirable.

Experience in the United Nations or a comparable international organization is desirable.Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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