Within limits of delegated authority, the Administrative Assistants will be responsible for the following duties: BUDGET AND FINANCE ? Monitors status of expenditures and allotments. ? 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. ? Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. ? Assists in the preparation of statistical tables and standard financial reports. GENERAL ADMINISTRATION ? Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. ? Drafts routine correspondence. ? Maintains files of rules, regulations, administrative instructions and other related documentation. ? 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; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences, official missions and translations. CONTRACT ADMINISTRATION ? Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. ? Processes payment of contractors’ invoices and monitor the payments. ? Prepares and processes UN forms and permissions for contractual work and services, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. ? Perform other duties as required by the supervisor.

Requirements:

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of three (3) years of progressively responsible experience in the field of administrative services, finance, accounting, audit, contracting and human resources or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Experience in general office support or related area is desirable. A minimum of one (1) year of experience in data analytics or related area is desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable. Experience in handling of web-based management systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in oral and written Spanish is required. Knowledge of English is required. Knowledge of Mayan languages is an advantage.