Administrative Assistant
vor 1 Woche
Duration of the contract
- 1 year (renewable)
- 21 November 2024
- Organizational Unit
- Peacekeeping Training Programme Unit (PTPU)
- Number of job positions
- 1
- Accountabilities:
Within delegated authority and under the supervision of the Senior Programme Finance and Budget Specialist, PTPU, Division for Peace, the Administrative Assistant is responsible for the following duties (in compliance with the Institute's relevant policies, guidelines, procedure and processes):
**Act as the Peacekeeping Training Programme Unit (PTPU) focal point to the internal operations units across the institution to ensure effective daily operations are executed by**:
- Contracts processing and monitoring by:
- Preparing contract requests;
- Collecting and redirecting documentation for contract issuance;
- Liaising with incoming team members including providing welcome packages and necessary forms for initiation procedures;
- Providing advice and guidance with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary;
- Updating and monitoring database of consultants, individual contractors, trainees, and other team member positions within PTPU;
- Collecting and redirecting evaluations of consultants, individual contractors, and trainees;
- Collecting and redirecting clearance of consultants, individual contractors, and trainees for the closing documentation;
- Providing such other contracts management support as necessary;
2. Travels processing and monitoring by:
- Preparing mission authorizations for PTPU team members and meeting participants;
- Coordination and advising team members on travel guidelines;
- Liaising with travel agents to coordinate travel itineraries and visas;
- Preparing requests for insurance coverage for meeting participants, trainees and interns, where applicable;
- Reviewing and preparation for submission of mission reports and travel claims;
- Redirecting travel claims to FBS for reimbursement for PTPU team members;
- Updating and monitoring database for missions and the submission of mission reports and travel claims;
3. Procurement processing and monitoring by:
- Preparing requests for the procurement of goods and services;
- Reviewing requisition for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
- Advising team members on procurement guidelines;
- Reviewing invoices for payment of goods and services;
- Ensuring invoices for purchase are submitted to the Administration and Procurement Section (APU) for payment on time.
**Support the overall coordination of Programme Unit's activities by**:
- Providing clerical, administrative and logístical support to meetings, boards, committees, conferences, etc. including the preparation and distribution of minutes and monitoring follow-up activities;
- Using standard word-processing package, producing a wide variety of large, complex documents and reports;
- Updating and maintaining large distribution lists;
- Reviewing, recording, routing and/or processing mail or other documents; gathering pertinent background material; tracking and monitoring follow-up action as required;
- Monitoring, preparing and distributing various materials, coordinating shipment arrangements, courier service, etc.;
- Maintaining files (both paper and electronic) and databases for the Programme Unit;
- Responding or drafting responses to routine correspondence and other communications;
- Proofreading documents and editing texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;
- Recording and maintaining leave and attendance for team members within the Programme Unit database;
- Maintaining Programme Unit calendar/schedules; monitoring changes and communicate relevant information to appropriate team members within and outside of the Programme Unit;
- Monitoring processes and schedules related to the Programme Unit's outputs, products, tasks and following-up on impending actions;
- Where applicable, assisting in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant requirements;
- Providing guidance to less experienced staff on general office processes and procedures.
- Work implies frequent interaction with the following:
- Peace Keeping Training Programme (PTPU)'s team members,
- Counterparts, Colleagues of the Division for Operations: Human Resources, Administration, and Finance and Budget.
- Results expected:
Effective delivery of a wide range of administrative and office support functions under moderate supervision is ensured. Financial, administrative and management support to the Programme Unit is provided.
- Competencies:
- **Professionalism** **- Knowledge of general office and administrative support including administrative policies, processes, and procedures; knowledge and competence on standard office support, in
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