ADMINISTRATIVE ASSISTANT
United Nations
ISLAMABAD
2d ago

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties :

Human Resources Management

  • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.
  • g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc.

    ensuring consistency in the application of UN rules and procedures.

  • Responds to 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.
  • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Enterprise Resources Planning (ERP known as Umoja in the UN).
  • Monitors staffing table and prepare relevant statistical data / charts.
  • 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., 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.
  • Travel arrangements for RCO Team and consultants including pre and post travel administrative arrangements using Umoja.
  • Timely processing of travel No Objection Certificate (NOC) requests to government departments.
  • Liaise with relevant government departments to make arrangements for high level mission including but not limited to the following : processing NOC requests to home departments for provincial travel approval;
  • liaise with police departments for arrangements of police escort for high level missions

  • Act as agency security focal point for security related matters.
  • Acts as a focal point for Umoja requisitioner and petty cash custodian for the Country Office
  • May be responsible for guiding, training, and supervising the work of more junior General Service staff.
  • Contract Administration / Procurement

  • Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes;
  • raise requests for goods, services, and hiring of consultants / individual contractors

  • Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders
  • Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services
  • Maintains internal files and relevant documentations for procurement activities
  • Inspects and receipts goods / services received against the purchase order, invoices provided by the contractor and perform asset management activities
  • Processes the payment of contractors' invoices and monitor payments upon satisfactory receipt and performance
  • 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

    PROFESSIONALISM : Ability to perform a broad range of administrative functions, e.g.,

    budget / work programme, human resources, database management, etc. Ability to apply

    knowledge of various United Nations administrative, financial and human resources rules and

    regulations in work situations. Shows pride in work and in achievements; demonstrates

    professional competence and mastery of subject matter; is conscientious and efficient in

    meeting commitments, observing deadlines and achieving results; is motivated by

    professional rather than personal concerns; shows persistence when faced with difficult

    problems or challenges; remains calm in stressful situations; commitment to implementing the

    goal of gender equality by ensuring the equal participation and full involvement of women

    and men in all aspects of work.

  • COMMUNICATION : Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately;
  • asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience;
  • demonstrates openness in sharing information and keeping people.

  • 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. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

    Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

    Work Experience

    A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.

    Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.

    Work experience with the United Nations or similar international organization is desirable.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

    Knowledge of another official United Nations language is an advantage.

    Fluency equals a rating of "fluent in all four areas (read, write, speak, understand) and " Knowledge of equals a rating of' confident" in two of the four areas.

    Assessment

    Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

    Report this job
    checkmark

    Thank you for reporting this job!

    Your feedback will help us improve the quality of our services.

    Apply
    My Email
    By clicking on "Continue", I give neuvoo consent to process my data and to send me email alerts, as detailed in neuvoo's Privacy Policy . I may withdraw my consent or unsubscribe at any time.
    Continue
    Application form