Administrative Assistant
hace 4 semanas
The Office of Information and Communications Technology (OICT) is leading the digital transformation of the Organization to enable a better, safer, more sustainable future through secure, reliable, and innovative technology solutions.
The incumbent will be part of the Enterprise Application Centre - Asia, hosted by UNICTF and located in Valencia, Spain, and will report to an Information Systems Officer within OICT/ESS.
**Responsibilities**:
Under the direct supervision of an Information Systems Officer, 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 through Umoja.
- 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.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- 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 Umoja system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
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 UN grounds passes, property passes, UN parking permits, swipe-card access, and door keys.
General Administration
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinates extensively with other ESS internal team members in various locations.
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 seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Performs other related duties as assigned.
Competencies
- PROFESSIONALISM:
- 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.
- 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 audience; demonstrates openness in sharing information and keeping people informed.
Education
High school diploma or equivalent is required. A first-level university degree may be accepted in lieu of two years of required experience.
Work Experience
A minimum of seven years (or five years if graduated with a first-level university degree) of progressively responsible experience in administrative services, finance, accounting, audit, Human Resources Management and/or contract administration or related area is required.
Experience with Enterprise Resource Planning Software (SAP) or similar Enterprise Resource Planning system (ERP) is required.
Experience with budget and finance of public administration/NGOs/international organizations is desirable.
Experience with Power BI and writing Excel Macros is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Spanish is desirable. Knowledge of another UN official language is an advantage.
Assessment
Special Notice
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test a
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