ADMINISTRATIVE ASSISTANT

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration
  • Deadline:
    11/02/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 227085
Job Network : Management and Administration
Job Family : Administration
Category and Level : Field Service, FS-4
Duty Station : AMMAN
Department/Office : Office of the Special Envoy of the Secretary General for Yemen
Date Posted : Feb 5, 2024
Deadline : Feb 11, 2024

Org. Setting and Reporting
The position is located in the Front Office of the Office of the Special Envoy of the Secretary-General for Yemen. The incumbent will be based in Amman, Jordan and will report to the Chief of Staff.
Responsibilities
Under the direct supervision of the Chief of Staff, and within the limits of delegated authority, the Administrative Assistant will perform the following duties:

GENERAL ADMINISTRATION:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters;
• Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission;
• 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.
• Performs other duties that fall within the competency and responsibility of the position.

HUMAN RESOURCES & TRAVEL MANAGEMENT:

• Coordinates and follows up with the Human Resources Section on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, separation of staff members, training etc.
• Review travel claims and supporting documentation for completeness, accuracy, and validity; ensure that entitlements are in conformity with Staff Rules. Evaluate the effect of personal deviations on the cost of the official itinerary and entitlement. Calculate cost differentials brought about by enforced changes in the official itinerary as a result of routing difficulties or other reasons.
• Provide estimates of travel-related entitlements
• Advise substantive offices, travellers, plus mission personnel and movement control staff of arrival information, requesting arrangements to be made accordingly for traveller.
• Coordinate all official travel initiated via United Nations aircraft.

BUDGET AND FINANCE:

• Assists the supervisor when required in the elaboration of resource requirements for budget submissions;
• Assists with the preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures;
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports;
• Handles petty cash requests, coordinates with the mission support for approval process and records entries in the petty cash journal.

CONTRACT ADMINISTRATION:

• Assists with the day-to-day administration of contracts between the section/unit and external contractors for outsourced services;
• Audits the contractors’ invoices against the goods and services provided by the contractor as and when required;
• Processes the payment of contractors’ invoices and monitor payments;
• Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys;
• Performs other duties, as required.
Competencies
Professionalism: Ability and experience across a broad range of administrative functions, which should include budget/work programme, human resources and database management; Knowledge and application of the UN systems and Staff Regulations and Rules; A high degree of commitment to ensure the proper use of the Organization’s resources; Proven capability to put all the above knowledge to work, working, independently with a high degree of responsibility; 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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.
Education
A high school or equivalent diploma is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of six (6) years of progressively responsible experience in the field of finance, accounting, human resources, audit, administrative services or other related fields is required.

Experience within the United Nations Common System or other comparable international organizations is desirable.

Proficiency and in-depth knowledge of UN system’s operation ‘UMOJA’ (SAP) and in the use of Umoja Travel and Shipment Module is required.

Proficiency in creation/ processing of Travel Requests, Travel Expense Reports, banking details and other related actions in Umoja for non-UN participants of UN organized events/conferences is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic (both oral and written) is required.

This job has expired.