Administrative Assistant, G6

PROFESSIONALISM: Ability to perform a broad range of administrative functions, human resources, contracts and database management; ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations; the ability to perform analysis, modeling and interpretation of data in support of decision-making; 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.

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.

Completion of High school diploma or equivalent. Supplementary training in either business administration, finance, procurement, travel or contracts management is desirable.

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 applying.

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

Experience using Microsoft Office specifically Word, Excel and Access; as well as Enterprise Resource Planning (ERP) systems is required.

Work experience with the United Nations or similar organization is required.

Progressive four (4) years’ work experience in travel management in an Enterprise Resource Planning (ERP) system is desirable.

PROFESSIONALISM: Ability to perform a broad range of administrative functions, human resources, contracts and database management; ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations; the ability to perform analysis, modeling and interpretation of data in support of decision-making; 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.

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.

Completion of High school diploma or equivalent. Supplementary training in either business administration, finance, procurement, travel or contracts management is desirable.

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 applying.

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

Experience using Microsoft Office specifically Word, Excel and Access; as well as Enterprise Resource Planning (ERP) systems is required.

Work experience with the United Nations or similar organization is required.

Progressive four (4) years’ work experience in travel management in an Enterprise Resource Planning (ERP) system is desirable.

2. Examines and pre-audits the official itineraries of staff and non-staff, as stated in the travel authorization, in order determine air travel cost entitlement of the proposed official travel of the mission personnel and ensures conformity with established rules, regulations and relevant directives.

3. Reviews travel claims and supporting documentation for completeness, accuracy and validity, prior to forwarding them for approval and maintains records of all travel authorizations processed.

4. Reviews requisitions for goods and services to ensure (i) correct objects of expenditure have been charged and (ii) availability of funds in accordance with approved plan. Assists in creating approved requisitions by obtaining requirements/specifications and quotations. Raises Shopping carts for goods/stocks/services. Assists in the issuance of stationery items. Maintains inventory records for items issued to staff members and meetings services for cost

recovery on the latter. Process return to stock for expendables.

5. Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.

6. Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.

7. Monitors accounts and payment to vendors and individual contractors for Services and provides performance reports as required.

8. Processes the payment of contractors' invoices and monitor payments.

9. Keep up-to-date on documents/reports/guidelines that have a bearing on matters related to travel, contracts and administrative work, ensuring compliance with recommendations and decisions as well as with United Nations policies and procedures.

10. Draft routine correspondence with respect to inquiries related to relevant financial, administrative area and provide administrative support to the Finance/Budget Officer/Assistant, as required.

11. Reviews office requirements, processes requisitions and monitors re-order levels.

12. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

13. Assists with visualizations and updating information material such as web pages or brochures.