Within the limits of delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT: ? Initiates, reviews, processes and follows-up 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, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. ? Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. ? Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. ? Monitors staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE: ? Assists in the preparation and review of financial and human resource proposals/requirements. ? Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. ? Monitors expenditures and compares with approved budget; prepares adjustments as necessary. ? Assists the supervisor when required in the elaboration of resource requirements for budget submissions. ? Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. ? Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. 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. CONTRACT ADMINISTRATION: ? Assists with 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. ? Follows up on 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. ? Maintains internal files and relevant documentations for procurement activities.

Requirements: 

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

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

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English and French, (both oral and written) is required. Fluency in Haitian Creole is desirable.