Administrative Assistant

Org. Setting and Reporting

The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO) in Brazil and reports to the Development Coordination Officer, Head of RCO and Strategic Planner.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

ENSURES EFFECTIVE ADMINISTRATIVE SUPPORT, FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews and follows-up on actions related to the administration of the RCO’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• Supports the preparation of draft job descriptions, compiling matrixes, performing functions of Secretary in interview panels.
• Monitors RCO staffing table and prepare related workforce reports.
• Monitors RCO staffing absences and leaves and acts as Time Administrator.
• Oversees the maintenance of proper filing system for HR records and documents.

BUDGET AND FINANCE:

• Assists in the elaboration of resource requirements for budget submissions.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Acts as petty cash custodian for the Country Office.
• Prepares or customizes financial reports.
• Coordinates with finance and budget staff of the Finance Section of the Development Coordination Office (DCO) on related issues during preparation of budget reports.

CONTRACT ADMINISTRATION & TRAVEL:

• Acts as focal point for Enterprise Resources Application (ERP) system (known as Umoja in the UN) as a requisitioner.
• 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.
• Liaises and undertakes travel processes and activities in accordance with UN rules and regulations.

GENERAL ADMINISTRATION:

• Coordinates closely and liaises regularly with Headquarters and the Economic Commission for Latin America and the Caribbean (ECLAC) service units.

• Liaises daily with The United Nations Development Programme (UNDP), as the Brazil Common Back Office Administrative Agency, for operational and administrative support related to the services provided to the RCO and its activities.

• Prepares Service Level Agreement (SLA) with UNDP, coordinate on activities that will be processed by UNDP following the guidance from UN Development Coordination Office (DCO).

• • 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).

ASSETS MANAGEMENT:

• Collects information on assets management, maintenance of records and files on assets management.
• Supports timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
• Supports the provision of reliable and quality office supplies.

ENSURES EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RCO, FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

• Compiles and prepares briefing and presentation materials, reports, background information, and documentation for meetings and missions.
• Translates documents, when needed.
• Supports the organization and coordination of meetings, seminars and conferences.
• Logistically supports the preparation of missions of senior officials from headquarters and other non-resident agencies to the country.
• Facilitates information sharing between United Nations Country Team (UNCT) and the RCO.
• Utilizes automated office management systems, including Umoja and UNINFO, to ensure the effective functioning of the RCO.
• Assists in supporting the implementation of the Efficiency Agenda in the country through its three key pillars: the Business Operations Strategy (BOS), Common Back Office (CBO), and Common Premises (CP).
• Acts in the Operations Management Team (OMT) as focal point for RCO and supports the OMT chairs regarding the UN Corporative initiatives.
• Provides secretarial assistance to the UN Resident Coordinator in the absence of the Executive Associate (EA).
• 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.
• Performs other duties as assigned.

Education

• Completion of High school diploma or equivalent, is required. Additional certification or training on human resources, administration, business, audit, finance, management or related area, is highly desirable.

Work Experience

• A minimum of seven (7) 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 five (5) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resources Planning system (such as UMOJA) is desirable. Work experience with the United Nations or similar international organization is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and Portuguese is required. Knowledge of Spanish is desirable. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/247502?language=en