Administrative Assistant
hace 3 meses
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.
The position is located in the Cost Recovery and Coordination Services (CRCS) of the Office of the Chief (OoC) within the Service for Geospatial, Information and Telecommunication Technology (SGITT) at the UNGSC, Valencia, Spain.
The incumbent will report to the Chief Cost Recovery and Coordination Service (CRCS) or other designated officer.
Responsibilities :
The incumbent supports the Senior/Liaison Assistant and the Head of Premises in managing the relationships between UNGSC and external entities, including Ministries, Embassies, Consulates, local authorities, institutions and associations, and the community at large contributing to the management of external and institutional relations in compliance with diplomatic international and national protocol rules. The incumbent assists senior personnel in the planning, development and organization of high-level visits and of UNGSC outreach programs and institutional events as well as of special community projects and any other events hosted at the Facility. The incumbent provides support and assistance in addressing, through diplomatic channels, any issues connected with the provisions of the Host Country Agreement and related Administrative Agreements. In particular, the incumbent provides a range of administrative and liaison support to entities and personnel hosted within the UNGSC facility in Valencia.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
Reviews entitlements-related claims and reports.
Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
Maintains and reviews organizational staffing tables; prints and reviews UN ERP reports.
Budget and Finance
Monitors status of expenditures and allotments through the UN ERP system 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 and 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.
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.
Documents accurately local political, socio-economic related developments and facilitates communication between UNGSC staff and the local communities including supporting accurate translation.
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.
Contract Administration
Assists with day-to-day administration of contracts between the 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.
Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including Security and access-related requests via UN ERP system.
Communication : Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify.
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