Administrative Assistant
Vor 2 Tagen
This position is located in the Resource Management Unit of the Information and Communication Technology Services (ICTS) within the Division of Administration of the United Nations Office at Geneva (UNOG). The Incumbent reports to the requisitioning team leader.
**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.)
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.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
General Administration
- Drafts routine correspondence to respond to enquiries 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., requisitioning, 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.
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
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.
Job - Specific Qualification
Chartered Institute of Procurement & Supply (CIPS) certification is desirable.
Work Experience
At least seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
At least three (3) years working experience in UN procurement or requisitioning in the context of the provision of large scale of IT goods and services, is desirable.
Experience with Enterprise Resource Planning Systems (ERP) such as Umoja or equivalent is desirable.
Experience in UN Supply Chain Planning is desirable.
Experience in UN contract or supplier relationship management is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; knowledge of French is desirable.
Assessment
Special Notice
Staff member appointed to the current position is required to submit a financial disclosure statement upon assignment or appointment and annually thereafter.
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For
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