The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and Programmes of the UN system worldwide.
This position is located in the Delivery and Return Section within the Supply Chain Service at the United Nations Global Service Centre (UNGSC), Brindisi, Italy.
The Administrative Assistant reports to the Chief, Delivery and Return Section.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT
- Enters, maintains and certifies administrative data and records for time and attendance, FWA (Flexible Working Arrangements), etc. in electronic information systems.
- Maintains and reviews organizational staffing tables; prints and reviews reports.
- Coordinate with DRS team leads to maintain staff training and its monitoring tracker.
BUDGET AND FINANCE
- Monitors status of expenditures and allotments 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 statistical tables and standard financial reports.
GENERAL ADMINISTRATION
- Prepares, processes and follows-up on administrative arrangements and forms related to supply chain modules in UMOJA, as required.
- 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).
- Provide support in organizing workshops.
- Performs other related administrative duties, as required, e.g., arrange for section meetings and prepare section meeting action tracker; consolidate inputs from team leads and conduct proofreading before submission; provides support and coordination for administrative and logistics support to the section’s incoming and outgoing staff; organizing and coordinating administrative arrangements for seminars, conferences and translations.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
CONTRACT ADMINISTRATION
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Processes payment of contractors' invoices and monitor the payments.
- Prepares and processes UN forms and permissions for contractual work and services, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Perform other duties as required by the supervisor.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of three (3) years of progressively responsible experience in the field of administrative service, human resources or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher.
Experience working with the United Nations or a similar International Organization is desirable.
Experience in drafting official documents in English is desirable.
Experience in data analysis is desirable.
How to apply
https://careers.un.org/lbw/jobdetail.aspx?id=209879&Lang=en-US