Administrative Assistant

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Description

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Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political missions, Agencies, Funds and Programmes of the UN system worldwide. This position is located in the Cost Recovery and Coordination Service (CRCS) within the Office of the Chief OOC) of the Service for Geospatial, Information and Telecommunication Technologies (SGITT) at UNGSC, Valencia, Spain. The incumbent will report to the Chief Cost Recovery and Coordination Service (CRCS) or designated officer.

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.
• 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 Headquarters’ 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, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from UN ERP system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• 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 web pages or brochures.

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 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 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 ERP SAP provisioning and related service requests.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• ITIL v4 Foundation certification is desirable. Any training in economic or finance matters is desirable. Any training in business administration or data management is desirable. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• At least seven (7) 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 five (5) for candidates who possess a first-level university degree or higher. Experience in working in the United Nations or similar international organization is desirable. Experience in cost recovery is desirable. Experience with Microsoft O365 package and specifically Excel is desirable. Experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.

Source: https://careers.un.org/jobSearchDescription/245031?language=en

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