Administrative Assistant

vor 2 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in Inter-Agency Support Branch (IASB), Coordination Division, the Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The Administrative Assistant reports to the Chief of the IASB.

**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
- Monitors leave and official travel staffing table.

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 IMIS system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration
- Drafts routine correspondence and communications related to programme/project administration including work plan and budgets, revisions and other related issues, as well as prepares Branch contributions for a variety of periodic reports.; drafts programme/project summaries, coordinates review and clearance processes.
- Coordinates and collaborates with programme/project managers; liaises with relevant parties on various planning instruments such as the medium-term plan and internal work plans; assists on reporting ensures completeness and accuracy of submissions.
- 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; maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration
- Assists with day-to-day 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, swipe-card 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.

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

Experience in suppor

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