Administrative Assistant

Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This is a unique opportunity to join a diverse, dynamic, and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/ The post is located in the Office of the Director of Field Operations, UNDSS. The incumbent reports to Senior Security Focal Point for Support to Field Missions (SSFP).

Responsibilities

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

Human Resources Management

• Processes, monitors, and follows-up on actions related to the administration of the Division ’s human resource activities, ensuring consistency in the application of regulations and procedures.
• Enters, maintains and analyses administrative data and records.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables.

Budget and Finance

• Monitors status of expenditures and allotments from various budgets including JFA, LCSSB, extra-budgetary funds, records variations, updates budget tables, analyzes budget trends and requirements throughout the Field Mission globally.
• 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.
• Assists in the preparation of Department’s budget submissions.
• Prepares statistical tables and standard financial reports.

General Administration

• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Assists SSFP and the Office of Directors in preparing special reports, including conducting research, data acquisition and data cleansing, analysing and preparing presentations/visualizations of information/data, preparing data sets and responding to queries; maintaining databases, providing statistics and maintains/updates Sharepoint pages, especially related to Field Mission, to include Secretary General Reports.
• Drafts and reviews routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation, particularly with those associated with UN Field missions.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations for example Regional workshops, Conferences for Senior Security Personnel, Crisis Management Training (CMT) etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). 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. Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five years of experience in administrative services, finance, accounting, human resources or related area is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
• Out of five, two years of experience with the United Nations Common System or similar international organization is desirable.
• Experience related to programme or project administration supporting field operations in the UN common system or similar organization is desirable.
• Experience in using Microsoft Excel for extracting and managing large amount of data and producing reports is desirable.
• Experience in making travel arrangements and processing it using an Enterprise Resource Planning (ERP) system, such as Umoja or equivalent, is desirable.
• Experience in organizing and supporting meetings and conferences is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/239342?language=en