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.The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political missions, Agencies, Funds and Programmes of the UN system worldwide.This position is located in the Cost Recovery and Coordination Service (CRCS) within the Office of the Chief (OOC) of the Service for Geospatial, Information and Telecommunication Technologies (SGITT) at UNGSC, Valencia, Spain.The incumbent will report to the Chief Cost Recovery and Coordination Service (CRCS) or designated officer.Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties:Human Resources Management Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions.Monitors staffing table and prepare relevant statistical data/charts.Budget and Finance Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.Monitors expenditures and compares with approved budget; prepares adjustments asnecessary.Assists managers in the elaboration of resource requirements for budget submissions.Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.Prepares or customizes financial reports from UN ERP system generated reports.Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.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.General Administration Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.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 andpayment 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 seminars, conferences and translations)
