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/ This position is located in East Jerusalem, within the UNDSS Israel and the Occupied Palestinian Territories (IOPT) office. The Administrative Assistant will report to the Chief Security Adviser.

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 both internally and with UNDP, e.g., recruitment of staff, consultants, UNVs and gratis personnel, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., using Umoja ERP solution, as applicable, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements and related claims, 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 Umoja ERP solution; maintains and certifies administrative data and records for time and attendance, performance appraisal, etc in electronic information systems.
• Initiates medical clearance for staff and monitors and reviews sick leave cases.
• Monitors and maintains staffing table and prepares relevant statistical data/charts; generates and reviews Umoja reports in support of management decision making
• Initiates, processes and follows-up on questions related to travel of staff such as appointment, home leave, official business, and separation, including shipment of personal effects.
• Prepares travel authorizations; coordinates with staff member and Travel Section; calculates and implements applicable travel entitlements; raises travel authorizations in Umoja and related financial authorizations, when applicable; reviews travel claims and supporting documentation and all other actions related.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements. Assists in consolidation of budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Prepares or customizes financial reports from Umoja system generated reports.
• 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.
• Performs other related administrative duties, as required such as maintaining up-to-date staff member working files (both paper and electronic), conducting background and reference checks of rostered candidates for future recruitment purposes, and assisting staff and managers on administration matters with emphasis on Umoja.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

• Assists with administration of UNDSS and UNDP staff in IOPT.
• Processes personnel actions to ensure prompt payment of salaries and entitlements, as well as payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for UN staff, including UN grounds passes, visas, laissez-passer, family certificates, security clearances, etc., including coordinating with UNDP as necessary.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative services, finance/budget, human resources or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience using the HR administration modules in an Enterprise Resource Planning (ERP) system, such as Umoja SAP or similar ERP tool is desirable. A minimum of two (2) years of experience in personnel administration within an Executive Office or similar setting is desirable. A minimum of two (2) years of experience processing human resources entitlements, including complex global compensation packages for international staff is desirable. Experience with recruitment platforms, such as Inspira is desirable. Prior experience with the UN system or international NGO is desirable.

Languages

• English and French are the working languages of the UN Secretariat. Fluency in oral and written English is required. Fluency in Arabic is required. Knowledge of the local language of the duty station, Hebrew, is an asset. 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/243860?language=en