The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretarial Entities, Peacekeeping and Special Political missions, Agencies, Funds and Programmes of the UN system worldwide.
This position is located in the Campus Support Unit, within the Central Service at the UNGSC.
The incumbent reports to the Chief of the Campus Support Unit.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’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.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.
BUDGET AND FINANCE
• Monitors status of expenditures and allotments through internal SharePoint database, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• 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 budget performance submissions.
• Prepares 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).
• 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 administrative arrangements for seminars, conferences and translations.
CONTRACT ADMINISTRATION
• Assists with day-to-day administration of contracts between the 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.
• Assists with drafting Scope of Requirements and Scope of Works and provides proof-reading for all Campus Support Contracts.
• Prepares and requests 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.
• Acts as panel member for Technical Evaluation Committees for the technical evaluation of bids.
How to apply
https://careers.un.org/lbw/jobdetail.aspx?id=202942&Lang=en-US