| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | OFFICE OF CENTRAL SUPPORT SERVICES |
| Duty Station: | NEW YORK |
| Posting Period: | 18 January 2017 - 31 January 2017 |
Responsibilities
Under the overall guidance of the Chief of the Overseas Properties Management Unit (OPMU), the Administrative Assistant will be responsible for the following duties:
Human Resources Management
•Processes, monitors, reviews and follows-up on actions related to the unit's recruitment(Inspira), drafting of job classification requests and performance document follow-ups. Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
Budget and Finance
•Monitors status of expenditures and allotments in the system of record. Consolidates data received and provides support to higher-level staff with respect to budget reviews. •Reviews status of relevant expenditures and compares with approved budget.•Assists in the preparation of budget performance submissions.•Prepares statistical tables and standard financial and asset reports from computerized information systems databases and various record sources; assists in preliminary analyses of the extracted information and the reports generated, and highlight areas of concern.•Assists with Asset recognition/valuation under IPSAS guidelines, with emphasis on Assets Under Construction (AuC's);
General Administration
•Drafts routine correspondence. •Maintains files of rules, regulations, administrative instructions and other related documentation.•Assists in coordinating the Inter-Agency Network of Facilities Managers (INFM) and the Offices Away from Headquarters (OAH) network; including by organising annual meetings and liaising with senior management personnel at UNHQ, OAH's and specialised agencies, funds and programmes. •Monitor the INFM and OAH communities on Unite Connections •Maintains
up-to-date work unit files (both paper and electronic). •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 administrative arrangements for seminars, conferences and translations.
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.•Monitor Contract NTE.•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.
CompetenciesHuman Resources Management
•Processes, monitors, reviews and follows-up on actions related to the unit's recruitment(Inspira), drafting of job classification requests and performance document follow-ups. Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
Budget and Finance
•Monitors status of expenditures and allotments in the system of record. Consolidates data received and provides support to higher-level staff with respect to budget reviews. •Reviews status of relevant expenditures and compares with approved budget.•Assists in the preparation of budget performance submissions.•Prepares statistical tables and standard financial and asset reports from computerized information systems databases and various record sources; assists in preliminary analyses of the extracted information and the reports generated, and highlight areas of concern.•Assists with Asset recognition/valuation under IPSAS guidelines, with emphasis on Assets Under Construction (AuC's);
General Administration
•Drafts routine correspondence. •Maintains files of rules, regulations, administrative instructions and other related documentation.•Assists in coordinating the Inter-Agency Network of Facilities Managers (INFM) and the Offices Away from Headquarters (OAH) network; including by organising annual meetings and liaising with senior management personnel at UNHQ, OAH's and specialised agencies, funds and programmes. •Monitor the INFM and OAH communities on Unite Connections •Maintains
up-to-date work unit files (both paper and electronic). •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 administrative arrangements for seminars, conferences and translations.
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.•Monitor Contract NTE.•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.
•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.
•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.
•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•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.
•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.
High school diploma or equivalent.
Work Experience
A minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience in construction, project management or property management is desirable. Experience in preparing financial and asset reports 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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.