Administrative Assistant

United Nations Office for Project Services (HQ)

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

• 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 IMIS.

• 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 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 IMIS system generated reports.

• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

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 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.

• 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: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Work implies frequent interaction with the following:

Staff within the Executive Office or work unit and clients in Department.

Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff.

Consulting firms.

Results Expected:

Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, personnel administration and other administrative functions; efficiently supervises team of clerical staff or work unit.