Administrative Assistant

This position is located in the Supply Chain Planning Service (SCPS) within the Logistics Division (LD) in the Office of Supply Chain Management (OSCM) of the Department of Operational Support (DOS). The Department of Operational Support was established to provide end-to end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Logistics Division provides direction and advice on supply chain planning, logistical matters, monitors and assesses the delivery of strategic transportation and support services, and directs the delivery of transportation and specialist support services for the categories of air transport, surface transport, engineering, medical and supply, inclusive of fuel, rations and general supplies and security equipment. The Supply Chain Planning Service is responsible for developing and managing the global supply chain plan and facilitating the provision for contingencies and coordinating the Office of Supply Chain Management crisis response, in close collaboration with category teams, through the identification and assessment of the needs of all clients across all Secretariat entities. The Administrative Assistant reports to the Chief Supply Chain Planning Service or her/his designated official.

Responsibilities

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

• Initiates, processes, monitors, reviews and follows up on actions related to the administration of the Service’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlement-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with Executive Office as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews reports.

Budget and Finance

• Monitors status of expenditures and allotments, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure, (a) correct objects of expenditure have been charged; and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.

General Administration

• Manages and coordinates the Chief of Service daily calendar and attends the Service meeting to draft action points.
• Collects and compiles agenda points for the Service’s meetings, reserves conference room and ensures that appropriate arrangements are made as needed.
• Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence and process in correspondences platform.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work files of the Service (both paper and electronic).
• 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.
• Coordinates extensively with service units and liaises frequently with internal team members.
• Performs other related administrative duties, as required, e.g., maintaining the service leave plan and 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 administrative arrangements for seminars, conferences, events and translations.

Education

• High school diploma or equivalent

Work Experience

• A minimum of five (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 three years for candidates who possess a first-level university degree or higher.
• Experience in the use of Microsoft Office Suite, including Excel, Word, PowerPoint, Share Point and Microsoft Teams is required.
• Experience working with data analytics and visualization tools, and developing data analytics and visualization reports and dashboards is desirable.
• Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable.
• Experience in providing administrative support to senior management in the United Nations Common System, or comparable public sector institution, 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 desirable.

Source: https://careers.un.org/jobSearchDescription/235062?language=en