Administrative Assistant

Client of United Nation careers

Responsibilities: Within delegated authority, the Administrative Assistant will be responsible for the following specific duties:

General Administration

• Support the development of detailed work plans, develop procurement plans and accompanying budgets and budget revisions for all project activities for the timely and realistic achievement of the project objectives and monitor expenditures per funding agreement.
• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
• Coordinate extensively with service units in the Operations Team in ROMENA and liaise frequently with internal team members in the field.
• Perform other related administrative and logistical duties, as required, e.g. organizing and coordinating administrative arrangements for seminars, conferences and translations, field missions etc.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Support the project coordinator in drafting progress reports, mission reports, evaluation reports etc.
• Review, record, distribute and/or process mail and other documents; follow-up on pending actions and maintain up-to-date work unit files (both paper and electronic).
• Maintain calendar/schedules; monitor changes and communicate relevant information to the project coordinator and appropriate staff inside and outside the immediate work unit.
• Support the Programme Manager in coordination with national project officers hired under the project to ensure timely and coordinated execution of tasks.
• Maintain control over the non-expandable equipment and conduct physical verifications.

Travel

• Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff.
• Create travel requests/ expense reports in Umoja.
• Provide support in obtaining visas, arranging transportation and accommodation, etc. for workshops, meetings, conferences, missions, etc.
• Prepare templates, collect list of participants during the events, training, meetings, etc. carried out by the Programme.

Human Resources

• Initiate, process, monitor, review and follow-up on actions related to the administration of human resource activities.
• Prepare Terms of Reference for Consultants.
• Support in the hiring process of national and international consultants.

Procurement

• Prepare Shopping Carts, Request for Quotation (RFQ), Low Value Acquisitions (LVA) and Service Entry Sheets (SES) in UMOJA.
• Prepare Request for Proposal, Terms of Reference (ToR) or technical specifications for Procurement of Goods and Services to be procured for the Programme.
• Handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Receive and review contractor invoices against goods and services provided by the contractor according to the signed Purchase Order contract approved by the UN. Prepare the Service Entry Sheet for services delivered and request the creation of Goods Receipt and shares all the supporting document with the finance focal point in the TIP/SOM team to initiate the payment process.
• Maintain files (both paper and electronic) for audit purposes and EU funding verification, including the proper archive of all the events, training, meetings, as well as agendas, list of participants, meeting minutes, etc. per event.
• Perform other work-related duties as assigned.