Administrative Assistant

Org. Setting and Reporting

This position is located in the Office of the Special Representative of the Secretary-General on Children and Armed Conflict (OSRSG-CAAC). The mandate and work of the Office derives from General Assembly Resolution 51/77 and subsequent General Assembly resolutions, as well as successive Security Council resolutions on children and armed conflict. The incumbent will report to the Associate Administration Officer, OSRSG-CAAC.

Responsibilities

Under the supervision of Associate Administration Officer, the Administrative Assistant will provide overall administrative support for the work of the Office, including:

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Office’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
• 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.
• 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, serves as IT technical focal point including identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Assists with day-to-day administration of contracts between the United Nations (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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience using Microsoft Office Word and Excel is required. Experience using email applications such as Microsoft Outlook, Lotus Notes or similar is required. Experience using talent management platforms (such as People Soft, Inspira or similar) is desirable. Experience in using Enterprise Resource Planning (ERP) systems (such as SAP, UMOJA or similar) 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 desirable.

Source: https://careers.un.org/jobSearchDescription/240519?language=en