Administrative Assistant

Org. Setting and Reporting

This position is located in the Office of the Police Adviser (OPA) in the Police Division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peace Operations (DPO). The incumbent reports to the Police Adviser or his designate. The overall objectives of the Police Division are to effectively direct police components in peacekeeping operations and special political missions; to strengthen the strategic direction, planning, and management of police components in peacekeeping operations; and, to work towards a shared understanding among all stakeholders on the future direction of police peacekeeping. 

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

• 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.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• 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.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of experience in general office support 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 with senior managers is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/244642?language=en