Administrative Assistant
vor 1 Tag
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), based in Geneva, Switzerland. The Administrative Assistant reports to the Administrative Officer of the IIIM.
**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Procurement and Contract Administration:
- Act as a focal point for raising Shopping Carts and Purchase Orders for the IIIM.
- Assists with day-to-day administration of contracts between the UN and external contractors/vendors for outsourced goods and services, including updating contract management dashboard.
- Audits invoices against the goods and services provided by the contractor/vendor and approved by the UN.
- Processes the payment of invoices and monitors payments.
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., monitoring accounts and payment to vendors and individual contractors for
services).
- Assists in taking physical inventories of UN property and in investigating and reconciling discrepancies.
- Assists in managing and maintaining a comprehensive electronic database of expendable and non-expendable UN property for multiple departments.
- Assists in supervising sales and/or disposals of UN property.
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Human Resources Management:
- Assists with enquiries 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.
Budget and Finance:
- Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to the IIIM’s 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, analyzing variances between approved budgets and actual expenditures.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
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
At least seven (7) years of experience in administrative services, finance, accounting, audit, human resources, procurement or related area is required.
Experience in requisitioning or procurement in the UN Secretariat is desirable.
Experience in property management in the UN Secretariat is desirable.
Experience with the financial or procurement functions of an ERP system such as Umoja, SAP or Oracle is desirable.
Languages
English and French are the two working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in French is desirable.
Assessment
Special Notice
The duration of the appointment is one (1) year with possibility of extension.
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 caref
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