Senior Administrative Assistant

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Description

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• Act as certifying officer up to an authorized level delegated by the CFO.
• Provide guidance and interpretation on administrative rules, regulations and procedures.
• Advise on operational and technical routine transactions.
• Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control.
• Interpret provisions and provide guidance on complex and non-recurring issues.
• May supervise activities related to office maintenance, security, transport and similar services.

• Ensure that the Office’s financial resources and expenditures are fully and properly accounted for and that internal control systems are adequate and functioning; schedule payments and disbursement of funds.
• Ensure accurate and timely processing of assigned accounts, developing budget estimates and monitoring expenditures, participating and advising in the preparation of financial statements and budgets.
• Assist in the preparation and coordination of financial activities under Regular Programme (RP) and Extra Budgetary (EXB) funds
• Compile and consolidate data from various sources into financial statements; prepare worksheets.
• Monitor expenditures, review payments and reconcile accounts.
• Investigate anomalies and erroneous charges and take corrective action.
• Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from FABS/Core Manager or other online financial systems.

• Prepare Regular Programme and Extra Budgetary budget reports and communicate on them.
• Assist and advise on planning and budgeting and recommend modifications.
• Prepare budget proposals and cost estimates and ensure that data is correct.
• Identify irregularities and undertake transactions to correct errors/omissions.

• Handle non-routine or complex cases, prepare associated documents/ correspondence for personnel  actions based on oral instructions and previous experience.
• Follow-up on coming Human Resources (HR) actions and oversee maintenance, update and clean-up of database.
• Issue non-staff contracts, advise on recruitment process and entitlements
• Liaise with central services including those in Finance and Budget to discuss and obtain additional information, clarifications and policy interpretation.

• Procurement: research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market.
• Review contractual documents (Term of Reference (TOR), budget, contract nature and type).
• Resolve issues/ problems related to delivered goods
• Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the assigned Sector on invoicing and payment issues
• Arrange for control and distribution of inventory records.
• Ensure compliance with security travel requirements and monitor completion of mandatory security trainings.

• Completed secondary, technical and/or vocational education.

• Minimum 8 (eight) years of relevant work experience in administration, finance or related area.

• Excellent interpersonal skills for teamwork and work in a multicultural setting and ability to interact effectively with different stakeholders inside and outside the Organization.
• Thorough knowledge of administrative rules, policies, processes and procedures gained through extensive experience in a related area.
• Proven skill in managing a complex and demanding workload and accomplishing work through others.

• Excellent knowledge of English and the local language (i.e. Hindi).

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