The Administrative Assistant will be responsible for the following:
Human Resources Management
- Initiates, reviews, processes and follows-up on actions related to the administration of the 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, reviews and processes personnel actions through IMIS
- 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 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
- Prepares or customizes financial reports from IMIS system generated reports
- Coordinates 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
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Competencies
Professionalism – Ability to perform a broad range of administrative functions, e.g., budget/work
programme, human resources, database management, etc.; ability to apply knowledge of various United Nations 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.
- High school diploma or equivalent.
- A minimum of six (6) years of experience in administrative services, finance, accounting, audit, human resources or related area.
- English and French are the working languages of the United Nations Secretariat. Arabic is also a working language of ESCWA. For the post advertised, fluency in written and spoken English and Arabic is required.
employment-escwa@un.org
