Administrative Assistant
vor 2 Monaten
Org. Setting and Reporting
- This position is located in the Staff Coordinating Council (SCC) of the United Nations Office at Geneva. The incumbent will report to the Executive Secretary of the SCC.
- Responsibilities
- Under the overall supervision of the President of the UNOG SCC and the direct supervision of the Executive Secretary, and within the limits of delegated authority, the incumbent will be responsible for the following duties: Research - Carries out research on UN staff rules and regulations, UNDT/UNAT jurisprudence, ILOAT jurisprudence, international labour standards, publications, articles, and other relevant sources as required. - Assists in the exploration of solutions to cases raised by staff members concerning their employment conditions, contractual status, performance appraisal, and other matters. - Provides staff members with preliminary guidance and advice on basic legal cases of basic nature and forwards more complex cases to the designated staff representative. - Assists in the preparation of a variety of reports, presentations, surveys, statistics, as well as presentations on conflict resolution mechanisms and information packages. Information Management - Receives and logs in all new requests for staff representation assistance in the SCC's database. - Formats new spreadsheets and database files and keeps them up-to-date. - Assumes a key role in obtaining and sorting information on cases and various matters of interest to the SCC. - Assists in preserving the confidentiality of all information exchanged and kept by the SCC. - Establishes and maintains the filing system and archives of the SCC, ensuring updated administrative and financial records are readily available. - Creates and updates UN clubs and associations' membership databases; assists with the establishment of UN club/association statutes in line with SCC guidelines and Swiss rules; reviews logístical and financial requests of UN clubs/associations and presents a succinct analysis of the information provided. - Interacts with other departments to collaborate on projects and ensure exchange of information. Administrative support - Acts as administrative focal point for the SCC, providing general administrative assistance as required; drafts and quality-controls routine correspondence and informal English/French translations; replies autonomously to general inquiries; maintains the adverts board; maintains the SCC website. - Organizes and follows up on all travel arrangements; calculates travel entitlements ensuring that UN policy is properly applied; reviews travel claims and initiates payments if necessary. - Assists in the planning and implementation of the various SCC projects, assuming a key role in logístical and resource preparations and supervision. - Assists in the administration of the joint SCC-UN Administration "UN Port" association, assuming a key role in subscription management, front office, payments and financial transactions. Finance and budget - Maintains the financial records of the SCC; enters all financial transactions into the accounting software ensuring correctness and adherence to SCC Regulations; carries out spot checks and makes adjustments when needed. - Keeps a physical record of all transactions ensuring the proper supporting documents are included. - Conducts monthly reconciliation with bank accounts. - Controls expenditure levels and timely alerts on the use of budgetary allowances; ensures every expenditure is kept within budget. - Prepares the annual budget, considering the historical record of income and expenditures and policy issues, and presents it to the Finance Commission and Executive Bureau for its approval. - Under the supervision of the SCC's Finance Commission: a. creates payments/disbursements in the SCC's online banking platform, ensuring all supporting documents, including due payment authorization, have been collected; executes payments/disbursements to the beneficiaries. b. executes online purchases when instructed and authorized using the SCC's corporate credit card; safeguards the SCC's corporate credit card. - Produces financial reports (i.e. income statements, balance sheets); presents and explain financial reports to the Finance Commission; submits the yearly financial report to auditors; prepares replies to auditors' questions on the financial transactions under review. - Liaises with banks to update account holders and on any issues concerning management of payment systems. Meetings and reporting - Organizes regularly held meetings and events; provides all administrative and logistics support as required; reserves meeting rooms and plans for the necessary logistics/equipment and conference services. - Notifies staff representatives about meetings, including proposed agenda and relevant documentation; maintains attendance logs. - Attends all meetings, takes notes and produces minutes of meetings, including matters discussed and decisions reached; files minutes for
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