Senior Administrative Assistant

Client of United Nation careers

1. Performs a full range of office management and comprehensive administrative support functions providing direct assistance, depending on post location, to Chief of programme/ department head or area office; monitors the schedule/s of supervisor/s and arranges for meetings and appointments; and brings attention to upcoming deadlines; prepares travel documents and follows up on travel arrangements for the division/office/section; drafts and prepares official routine correspondences and replies; acts as a liaison between different departments, ensuring effective communication and coordination; attends and coordinates staff meetings, reserves equipment, and conference rooms for presentations and meetings provides support to committees, ad hoc task forces, and other department-wide activities along with taking meeting minutes and deliver in a timely manner .

2. Monitors and manages annual and short-term requirements for office supplies, processes payments for vendors and suppliers; manages purchase requests, follows up on procurement processes; coordinates logistical preparations for workshops, conferences, and events; acts as a member of the tender opening committee when required.

3. Conducts routine research; gathers and compiles information, contacts organizations, departments, and/or units to obtain information or coordinates activities as required, checks, analyses and consolidates various received statistical reports.

4. Assists in managing budget using ERP system, maintaining accurate records, and monitoring expenditures.

5. Verifies bills against set terms and conditions, ensuring accuracy and compliance; ensures eligibility of beneficiaries for services and coordinates timely data entry.

6. Assists in coordinating HR matters, including but not limited to, new appointments, separations, and overtime.

7. Perform other duties as assigned by the supervisor

Competencies

UN Core Values of Integrity, Professionalism and Respect for Diversity, and Core Competencies of Communication, Working with People and Drive for Results apply by default. Functional: i. Applying Technical Expertise. ii. Relating and Networking iii. Planning and Organizing iv. Coping with Pressure and Setbacks