Administrative Assistant

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Description

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Org. Setting and Reporting

• This position is located in the United Nations Verification Mission in Colombia (UNVMC), in the Arauca Subregional Office (Arauca department). The Administrative Assistant reports to the Liaison Officer (P-4).

Responsibilities

Under the overall direction of the Liaison Officer (P-4) and within limits of 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, performance appraisal, etc. in electronic information systems.
• Process entitlements-related claims and reports.
• Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.

BUDGET AND FINANCE

• 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
• correct objects of expenditure have been charged and
• 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 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).
• Performs other related administrative duties, as required, e.g., operational travel programme; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit/section.
• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
• Liaises and assists in the coordination of logistics support with Mission Support-Logistics operations HQ and other mission components.
• Provides secretarial, administrative, and logistics support to meetings, boards, committees, conferences, etc.
• Ensures that all UNVMC policies are applied and followed thoroughly across all processes, including adherence to UNVMC code of conduct and ethics, and integrates a gender-sensitive approach in all functions.

CONTRACT ADMINISTRATION

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Performs other duties as required by the supervisor.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of three (03) years of progressively responsible experience in the field of administrative services, finance, accounting, audit, contracting and human resources or related area is required. The minimum years of relevant experience is reduced to one (1) year for candidates who possess a first-level university degree or higher. Experience working in international organizations is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and Spanish is required. NOTE: Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand), and “knowledge of” equals a rating of “confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/245960?language=en

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