Administrative Assistant
OFFICE OF INFORMATION AND COMMUNICATION TECHNOLOGY
New York
United Satates
Closing Date : 17 March 2017
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| Posting Title: | Administrative Assistant, G6 |
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | OFFICE OF INFORMATION AND COMMUNICATION TECHNOLOGY |
| Duty Station: | NEW YORK |
| Posting Period: | 16 February 2017 - 17 March 2017 |
| Job Opening Number: | 17-Administration-DM OICT-74398-R-New York (O) |
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Procurement
•Prepare Umoja shopping carts and low-value requisitions (LVAs) based on the budget information and projection
•Liaise with procurement staff and managers for requisitioning and related matters
Budget and Finance
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Assists in 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.
General Administration
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•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).
Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Processes the payment of contractors' invoices and monitor payments.
•Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
CompetenciesProcurement
•Prepare Umoja shopping carts and low-value requisitions (LVAs) based on the budget information and projection
•Liaise with procurement staff and managers for requisitioning and related matters
Budget and Finance
•Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
•Assists managers in the elaboration of resource requirements for budget submissions.
•Assists in 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.
General Administration
•Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
•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).
Contract Administration
•Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
•Processes the payment of contractors' invoices and monitor payments.
•Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
•Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, procurement/requisition, data management, etc. Ability to apply knowledge of various United Nations administrative, financial and procurement 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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent is required.
Work Experience
A minimum of seven years of progressively responsible experience in administrative services, including travel, claims, registry, finance, and procurement or related area is required. Experience in using Umoja or similar ERP system in an administrative support function is required.
Languages
For this position, fluency in English is required; knowledge of French is desirable. Knowledge of another UN official language is an advantage
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.