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Administrative Coordinator

hace 2 meses

Valencia, Valencia, España United Nations A tiempo completo
Job Title: Administrative Assistant

Job Summary:

The United Nations is seeking an experienced Administrative Assistant to join its team. The successful candidate will provide administrative support to the Cost Recovery and Coordination Service within the Office of the Chief of the Service for Geospatial, Information and Telecommunication Technologies.

Responsibilities:

  • Human Resources Management:
    • Respond to enquiries and provide 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.
    • Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements.
    • Review and process personnel actions.
    • Monitor staffing table and prepare relevant statistical data/charts.
  • Budget and Finance:
    • Assist in the preparation and review of financial and human resource proposals/requirements.
    • Consolidate budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
    • Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
    • Assist managers in the elaboration of resource requirements for budget submissions.
    • Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
    • Prepare or customize financial reports from UN ERP system generated reports.
    • Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.
  • General Administration:
    • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
    • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field.
    • Perform 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).
  • Contract Administration:
    • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
    • Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
    • Process the payment of contractors' invoices and monitor payments.
    • Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including ERP SAP provisioning and related service requests.

Requirements:

  • Education: High school diploma or equivalent is required.
  • Job-Specific Qualification: ITIL v4 Foundation certification is desirable. Any training in economic or finance matters is desirable.
  • Work Experience: Experience in working in the United Nations or similar international organization is desirable. Experience in cost recovery process is desirable.
  • Languages: English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required.