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Administrative Assistant

vor 4 Monaten

Genf, Genf, Schweiz United Nations Vollzeit

This temporary position is located in the Office of the Director, in the Division on International Trade and Commodities (DITC) of the United Nations Conference on Trade and Development (UNCTAD).


Responsibilities:

Under the general supervision of the Chief of Office, the incumbent will be responsible for the following duties:
Human Resources Management

  • Responds to inquiries 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 Umoja.
  • 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 Umoja system generated reports.
  • Coordinates with other finance and budget staff on related issues during preparation of budget reports.
General Administration

  • Drafts routine correspondence to respond to inquiries 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.
  • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with all organizational units of the Division and with UNCTAD's administration to initiate requests, obtain necessary clearances, process and followup on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
  • Provides guidance/training to new/junior staff.
  • Performs other duties as assigned.
Contract Administration

  • Assists with daytoday 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, swipecard access and door keys.
Competencies

  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  • 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.
Education
High school diploma or equivalent is required.

Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience
Seven years of experience in administrative services, human resources or related area is required.

At least three (3) years' experience within the United Nations Common System is desirable.

Experience with Enterprise Resource Planning (ERP) software such as Umoja, Inspira or similar is desirable.