Administrative Assistant

This position is located in the Office of the Controller, Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC). The Staff Assistant reports to the Special Assistant. The incumbent may also provide general office and administrative support to other senior officers. The Office of the Controller assists the Controller in discharging his responsibilities under the UN Financial Rules and Regulations including reviewing and monitoring the execution of financial agreements; formulating and monitoring the implementation of financial policies and guidelines; and coordinating interdepartmental activities relating to planning, programming, budget and accounting matters.

Responsibilities

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

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Monitors staffing table and prepare relevant statistical data/charts to assist with the financial situation management, including monitoring of vacancy rates.

Budget and Finance

• Assists with liquidity management, drafts memoranda to heads of entities/ missions, prepares raft letters, collects data and compiles inputs for the Secretary-General’s talking points, creates and monitors reports comparing contributions to date with previous years.
• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; 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 IMIS system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• 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.
• Maintain filing system in the Office, maintain database of important contacts.
• Assists in the coordination and preparation of background material for talking points, briefing notes and presentations as requested by the Controller. 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, and training, 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.

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 by the contractor and approved by the UN.
• 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.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven 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 years for candidates who possess a first-level university degree or higher. Experience working with senior officials in the United Nations, or a similar international organization is required. Experience with MS Office programs, including Excel, Word, PowerPoint and Outlook is required. Experience in using ERP systems such as SAP, Umoja or similar application is required. One year or more of experience in data analytics or related area is desirable. Experience monitoring relevant statistical/HR data including staffing tables 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.

Source: https://careers.un.org/jobSearchDescription/231598?language=en