Org. Setting and Reporting

This position is located in the Department of Management Strategy, Policy and Compliance Office of Programme Planning, Finance and Budget, under the Secretariat of the Independent Audit Advisory Committee of the General Assembly. The Administrative Assistant reports to the Executive Secretary of the IAAC. IAAC was established pursuant to General Assembly resolution 60/248 and serves in an expert advisory capacity and assists the Assembly in fulfilling its oversight responsibilities. For more information on IAAC visit: https://www.un.org/ga/iaac/

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties to the Executive Secretary of the IAAC, and the IAAC Members. Human Resources Management • Reviews entitlements-related claims and reports. • Provides advice and guidance to staff and IAAC members 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 • 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. • Researches, compiles, and summarizes background materials for use in preparation of reports, briefs, speeches, etc. • Maintains calendar/schedules; monitors changes and communicate relevant information to the Executive Secretary-Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports; prepares and processes confidential information. • Maintains files of rules, regulations, administrative instructions, and other related documentation; assists in the development of office administrative systems and procedures. • Maintains up-to-date work unit files (both paper and electronic). • Ensures smooth and efficient information flow within the unit. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Maintains liaison with the Executive Office and with senior officials in other units regarding on-going programmes and other administrative matters. • Monitors processes and schedules related to the IAAC’s outputs, products, tasks, etc. • Performs other related administrative duties, as required, such as: 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. • Performs a variety of administrative duties (e.g., meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.) for IAAC members. • Act as IT focal point for the Secretariat. • Updates and maintains the IAAC website. • 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.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. 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

A minimum of five (5) 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) years for candidates who possess a first-level university degree or higher. Experience in organizing and supporting meetings and conferences is required. Experience in drafting a wide range of correspondence is desirable. Experience working in an auditing environment is desirable. Data related experience is desirable.

Languages

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