Administrative Assistant
vor 2 Wochen
This position is located in the UNHCR Audit Service, Internal Audit Division, of the Office of Internal Oversight Services (IAD/OIOS) in Geneva.
The incumbent reports to the Section Chief.
The Office of Internal Oversight Services (OIOS) is the internal oversight body of the United Nations (UN) and assists the Secretary-General in fulfilling his oversight responsibilities in respect of the resources and staff of the Organization through the provision of audit, investigation, inspection and evaluation services.
Responsibilities:
The Administrative Assistant will be responsible for:
Human Resources Management
- 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
- Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems
- Review entitlementsrelated claims and reports
- Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary
- Maintain and review organizational staffing tables; prints and reviews Umoja reports
- Monitor status of expenditures and allotments through Umoja, records variations, updates budget tables
- Consolidate data received and provides support to higherlevel staff with respect to budget reviews of relevant intergovernmental and expert bodies
- Review status of relevant expenditures and compares with approved budget
- Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds
- Assist in the preparation of budget performance submissions
- Prepare statistical tables and standard financial reports
- Prepare, process and followup on administrative arrangements and forms related to the official travel of staff
- Draft routine correspondence
- Maintain files of rules, regulations, administrative instructions and other related documentation
- Maintain uptodate work unit files (both paper and electronic)
- Coordinate extensively with service units and liaises 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 administrative arrangements for seminars, conferences and translations
- Assist with daytoday 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: UN grounds passes, property passes, UN parking permits, swipecard access and door keys
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent is required.
Must have passed the United Nations Global General Service Test (GGST) or an equivalent locally administered test at Offices Away from Headquarters.
Work ExperienceA minimum of five years of experience in accounting, finance, administrative services or a related area is required.
Experience with automated human resources systems and Enterprise Resource Planning systems is desirable.
One year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nati
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