Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Budget: • Provides support with respect to the review, analyses and preparation of the medium-term plan and its revisions. • Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of non-staff requirements. • Assists managers in the elaboration of resource requirements for budget submissions. • Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Reviews requisitions for services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Monitors integrity of various financial databases. • Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued. • Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. Administration of Consultants and Individual Contractors: • Performs technical evaluation and verification of eligibility of individuals in accordance with the guidelines on the recruitment and administration of consultants • Review, assess and determine fees for all individuals based on the Terms of Reference (TOR), Personnel History Profiles (PHP), contract for services • Prepare and submit requests for clearance to OHRM for hiring of retirees/separated staff members and approval of fee rates above level D

• Review requests for the services of Consultants/Individual Contractors (CIC) for the initial quality control, advise hiring manager on processes and procedures, follow up with hiring managers on pending/missing documentation and ensure upload of documents to centralized repository in the SAP based ERP System (Umoja), • Prepare contracts for CIC using the relevant ERP module and coordinates with the hiring managers to endure contracts and other mandatory documents are signed/provided and uploaded on the central repository • Create or update Umoja mini master record(s) (if applicable) and take necessary technical steps in the system; • Review and approve request for payments of CICs (SES) • Monitor /report on expired contracts and advise client departments on outstanding payments and liquidation of outstanding obligation. • Determine and advise if a request for exception (if applicable) should be sent to the Office of Human Resources Management (OHRM) for approval of fee rates above Level D. General: • Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. • Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters. • Maintain and keep up-to-date files. • May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility. • Performs other related duties, as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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. 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. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of seven years of experience in finance, budget, accounting, administrative services or related are is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in the administration of Consultants and Individual Contractors within the United Nations Common System or similar Organizations is desirable. Experience with HR modules of ERP based systems such as SAP Umoja or other similar platforms is desirable. Experience using recruitment platforms such as Inspira or similar 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.