Administrative Assistant

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Description

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Org. Setting and Reporting

• This position is located in the United Nations Support Office in Somalia (UNSOS) within the Central Warehouse Section. The incumbent will be based in Mombasa, Kenya and reports to the Chief of Mombasa base.

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.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
• Monitors staffing table and prepare relevant statistical data/charts.

BUDGET AND FINANCE:

• Assists in the preparation and review of financial and human resource proposals/requirements.
• Consolidates budget/work programme with respect to Sections’ 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, analyzing variances between approved budgets and actual expenditures.
• 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 in the field mission.
• 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, training, and supervising the work of more junior General Service staff.

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.
• Processes the payment of contractors’ invoices and monitor payments.
• 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.
• Performs other duties, as required.

Education

• High school diploma or equivalent is required. Supplemental training in human resources, administration, or related area is desirable.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. At least one year of experience in a conflict and post conflict environment is desirable. Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable. One year or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required. “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/241516?language=en

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