Administrative Assistant

Position description

This position is located in the Staff Coordinating Council (SCC) of the United Nations Office at Geneva. The incumbent will report to the Executive Secretary of the SCC.

Responsibilities

Under the overall supervision of the President of the UNOG SCC and the direct supervision of the Executive Secretary, and within the limits of delegated authority, the incumbent will be responsible for the following duties:  

Research 

• Carries out research on UN staff rules and regulations, UNDT/UNAT jurisprudence, ILOAT jurisprudence, international labour standards, publications, articles, and other relevant sources as required. – Assists in the exploration of solutions to cases raised by staff members concerning their employment conditions, contractual status, performance appraisal, and other matters.  
• Provides staff members with preliminary guidance and advice on basic legal cases of basic nature and forwards more complex cases to the designated staff representative. 
• Assists in the preparation of a variety of reports, presentations, surveys, statistics, as well as presentations on conflict resolution mechanisms and information packages.  

Information Management 

• Receives and logs in all new requests for staff representation assistance in the SCC’s database. 
• Formats new spreadsheets and database files and keeps them up-to-date. 
• Assumes a key role in obtaining and sorting information on cases and various matters of interest to the SCC. 
• Assists in preserving the confidentiality of all information exchanged and kept by the SCC. 
• Establishes and maintains the filing system and archives of the SCC, ensuring updated administrative and financial records are readily available. 
• Creates and updates UN clubs and associations’ membership databases; assists with the establishment of UN club/association statutes in line with SCC guidelines and Swiss rules; reviews logistical and financial requests of UN clubs/associations and presents a succinct analysis of the information provided. 
• Interacts with other departments to collaborate on projects and ensure exchange of information. Administrative support 
• Acts as administrative focal point for the SCC, providing general administrative assistance as required; drafts and quality-controls routine correspondence and informal English/French translations; replies autonomously to general inquiries; maintains the adverts board; maintains the SCC website. 
• Organizes and follows up on all travel arrangements; calculates travel entitlements ensuring that UN policy is properly applied; reviews travel claims and initiates payments if necessary.  
• Assists in the planning and implementation of the various SCC projects, assuming a key role in logistical and resource preparations and supervision. 
• Assists in the administration of the joint SCC-UN Administration “UN Port” association, assuming a key role in subscription management, front office, payments and financial transactions.  

Finance and budget 

• Maintains the financial records of the SCC; enters all financial transactions into the accounting software ensuring correctness and adherence to SCC Regulations; carries out spot checks and makes adjustments when needed. 
• Keeps a physical record of all transactions ensuring the proper supporting documents are included. – Conducts monthly reconciliation with bank accounts. 
• Controls expenditure levels and timely alerts on the use of budgetary allowances; ensures every expenditure is kept within budget. 
• Prepares the annual budget, considering the historical record of income and expenditures and policy issues, and presents it to the Finance Commission and Executive Bureau for its approval. 
• Under the supervision of the SCC’s Finance Commission: 

a. creates payments/disbursements in the SCC’s online banking platform, ensuring all supporting documents, including due payment authorization, have been collected; executes payments/disbursements to the beneficiaries. 
b. executes online purchases when instructed and authorized using the SCC’s corporate credit card; safeguards the SCC’s corporate credit card. 

• Produces financial reports (i.e. income statements, balance sheets); presents and explain financial reports to the Finance Commission; submits the yearly financial report to auditors; prepares replies to auditors’ questions on the financial transactions under review. 
• Liaises with banks to update account holders and on any issues concerning management of payment systems.  

Meetings and reporting 

• Organizes regularly held meetings and events; provides all administrative and logistics support as required; reserves meeting rooms and plans for the necessary logistics/equipment and conference services. 
• Notifies staff representatives about meetings, including proposed agenda and relevant documentation; maintains attendance logs. 
• Attends all meetings, takes notes and produces minutes of meetings, including matters discussed and decisions reached; files minutes for further reference; conveys decisions as required and monitors follow-up activities.  
• Manages bookings of the SCC meeting room.

Competencies

Professionalism: Knowledge of UN administrative regulations. Advanced knowledge of software (Outlook, Microsoft Office applications), including accounting software. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.  

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.  

Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification
Not available.

Work Experience

• At least seven (7) years of experience in administrative services, office management, finance and budget 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 three (3) years of relevant experience within the United Nations Common System or similar international organization is desirable.  
• Experience working with ERP systems, such as Umoja is desirable.  
• Experience in managing websites and online content is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net