Administrative Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

This position is located within the International, Impartial and Independent Mechanism to Assist in the Investigation and Prosecution of Persons Responsible for the Most Serious Crimes under International Law Committed in the Syrian Arab Republic since March 2011 (IIIM) in Geneva, Switzerland.

The Administrative Assistant will report to the Chief of the Information Systems Management Section (ISMS).

Responsibilities:

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

Human Resources Management:

  • Initiates, reviews, processes and followsup on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants.

Budget and Finance:

  • Assists in the preparation and review of financial proposals/requirements. Consolidates budget/work programme with respect to the Section's budget 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.
  • Coordinates with other administrative staff on related issues during preparation of budget documents.

General Administration:

  • Coordinates extensively with service units and liaises frequently with internal team.
  • Performs other related administrative duties, as required (e.g. 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).

Contract/Procurement Administration:

  • Assists with daytoday administration of contracts between the UN and external contractors for outsourced services.
  • Prepares requisitions and enters data to initiate requisition process.
  • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
  • UNOG billing verification (PO's contract administration and tenders, ICT Services Verification).
  • ICTS billing verification (MS office accounts, Visio, other software users).
  • Processes the payment of contractors' invoices and monitor payments.
  • Assists in managing and maintaining a comprehensive electronic database of expendable and nonexpendable UN property; enters data on all incoming expendable and nonexpendable property, acquisitions, disposals, transfers, deletions, and corrections.
Competencies

  • 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.
  • 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.

Education
High school diploma or equivalent is required.

Work Experience

Experience preparing and initiating requisitions is desirable.

Experience preparing and elaborating budget submissions is desirable.

Experience supporting Information and Communications Technology programs, teams, or initiatives is desirable.

Languages
Fluency in oral and written English is required. Fluency in Arabic is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

  • The temporary position is intended to fill the functions of shortterm duration for a period of three months with possibility of extension, and with an estimated start date as soon as possible.
  • Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
  • Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
  • All TJOs in the General Service and related categories, at the levels GS5, GS6 and GS7 shall be open only to internal staff members at the respective duty station holding a Fixed
  • For more details on the administration of temporary

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