Administrative Assistant

Org. Setting and Reporting

This position is located in the Central Support Section of the Division of Programme Support. CSS supports ITC’s substantive divisions in the fulfilment of the organization’s mandate and in their activities related to programme delivery by providing timely, efficient, reliable and cost effective travel, procurement, registry, messenger, building maintenance and security services through implementation of client-oriented, transparent and accessible procedures, compliant with related United Nations rules and regulations.

Responsibilities

Under the direct supervision of the Chief, Central Support Services, the Administrative Assistant will be responsible for the following duties Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• 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; prints and reviews UMOJA reports.

Budget and Finance

• Monitors status of expenditures and allotments through IMIS, records variations, updates budget tables.
• 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.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance 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.
• Drafts routine correspondence and minutes of meetings.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• 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; 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 administrative arrangements for seminars, conferences and translations. 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.

Education

• High school diploma or equivalent.

Work Experience

• Five years of experience in administrative services, finance, 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 within the United Nations Common system or comparable international organization is desirable. Experience in using an Enterprise Resource Planning (ERP) such as Umoja is desirable. Experience with the Cartes de Legitimation process is desirable

Languages

• For the position advertised, fluency in both English and French is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/244543?language=en