Administrative Assistant

General Administration

• Undertakes general administrative functions in Umoja such as requisitioning, processing payments, etc.

• Maintains records of Standard Operating Procedures, administrative instructions and other project related documentation.

• Maintains up-to-date records (both paper and electronic).

• Coordinates extensively with internal project management team members, Division team members and other project stakeholders as required. Serves as back up and alternate to other staff on all administrative matters.

• 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 events such as retreats, meetings etc.

• Supports work of oversight bodies as relates to the project (OIOS, Risk management firm etc).

• Drafts routine correspondence.

• Assists in the preparation and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, swipe-card access and door keys.

• Coordinates with other project team members on administrative matters.

Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the Project/Section human resource activities, e.g., recruitment, , job classification reviews, separation of staff members, training etc., ensuring consistency in the application of regulations and procedures. Supports all contractor/consultants’ recruitments, monitors activities/deliverables, processes payments.

• Monitors staffing table and prepare relevant statistical data/charts for purposes of reporting.

Budget and Finance

• Supports the team to monitor status of expenditures and allotments through Umoja.

• Consolidates data and provides support to higher-level staff with respect to budget reviews and inputs to relevant reports and presentations, including to intergovernmental bodies.

• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.

• Provides inputs to in the preparation and review of financial and human resource proposals /requirements and budget performance submissions.

• Prepares or customizes financial reports and relevant statistical data/charts from Umoja system generated reports.

• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

• 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.

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

• Perform other assigned duties.