Administrative Assistant

Org. Setting and Reporting

• The position is located in the United Nations Support Office in Somalia (UNSOS) within the Supply Chain Management. The incumbent will be based in Mogadishu and reports to Unit Chief.

Responsibilities

The Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Performs various actions related to the administration of the work unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., consistently applying UN rules, regulations, policies and procedures.
• Maintains vacancy announcement files and updates track vacancy announcements;
• Provides advice and answers general queries on classification procedures and processes;
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations;
• Monitors personnel actions through the UN’s current electronic tools, e.g., Umoja;
• Supports processes of UNVs and non-staff personnel – e.g. travel requests, UMOJA.
• Liaises with various sections as required. Budget and Finance
• Provides assistance in the preparation and development of the pillar’s work programme and budget;
• Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary;
• Collects data from relevant databases and assist in preparation of financial reports;
• Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects;
• Monitors compliance with the medium-term plan and other legislative mandates;
• Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures;
• Provides assistance in the review, and preparation of the medium-term plan and its revisions;
• May assist managers in the elaboration of resource requirements for budget submissions;
• Monitors budget implementation/expenditures and records reallocation of funds as necessary. General Administration
• Provides guidance to mission and/or subordinate staff.
• Identifies and reports issues/problems as they arise, and recommends appropriate actions;
• Coordinates regularly with units and sections and liaises as needed with internal team members both at Headquarters and in the field.;
• Performs other related administrative duties, as required (e.g., travel , monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations).
• Maintains up-to-date work unit files (both paper and electronic).
• Arranges meetings (in person and virtual) for the team, prepares agenda, takes meeting minutes, and coordinates specific follow-up, as needed.
• 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 Power BI Reports and other internal documents.
• Performs other duties as required.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level university degree or higher. Experience working in the use of word processing and spreadsheets is required. Experience working with ERP system or similar applications/platforms is desirable. Experience working in international organizations is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English (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/241016?language=en