Under the supervision of Associate Administration Officer, the Administrative Assistant will provide overall administrative support for the work of the Office, including: • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Office’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. • 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.

• 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, serves as IT technical focal point including identification of office technology needs and maintenance of equipment, software and systems, organizing and coordinating administrative arrangements for seminars, conferences and translations.

• Assists with day-to-day administration of contracts between the United Nations (UN) and external contractors for outsourced services. • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. • Processes the payment of contractors’ invoices and monitor payments. • Performs other duties as assigned.

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget, programme, human resources, database management, etc. Ability to apply knowledge of administrative, financial and human resources rules and regulations in work situations.

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. 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. Technological Awareness: Keeps abreast of available technology. Understands applicability and limitation of technology to the work of the office. Actively seeks to apply technology to appropriate tasks.

Shows willingness to learn new technology.

A minimum of five years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience using Microsoft Office Word and Excel is required. Experience using email applications such as Microsoft Outlook, Lotus Notes or similar is required.

Experience using talent management platforms (such as People Soft, Inspira or similar) is desirable. Experience in using Enterprise Resource Planning (ERP) systems (such as SAP, UMOJA or similar) is desirable.