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 United Nations Global Service Centre, Brindisi, Italy within the Front Office, Office of the Chief, Central Service.
The incumbent will report directly to the Chief Central Service.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
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 Umoja.
• 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
• 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.
• Oversees and coordinates the administrative activities of Immediate Office of the Chief Central Service by screening activities which require attention of the Chief.
• Assist in drafting the Office’s Standard Operating Procedures, ensuring their compliance with UN Financial Rules and Regulations, Field Administrative Manual, Procurement Manual, Human Resources Manual, Property Management Directives, Mission SOPs, relevant ST/Ais
• 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).
• Is responsible for guiding, training, and supervising the work of more junior General Service staff.
• Initiate, develop and maintain dashboards for performance monitoring purposes.
• Serves as Focal Point for Customer satisfaction Surveys launched on a quarterly or yearly basis
• 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.
• Audits the contractors' invoices against the services provided by the contractor and approved by the UN.
• 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.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Certification in Prince 2 Foundation is desirable.
Work Experience
Minimum seven (07) years of progressively responsible working experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience working in the front office of the senior management in the United Nations common system or similar international organization is desirable.
Experience in data analysis is desirable.
Experience in drafting official communication is desirable.
How to apply
https://careers.un.org/lbw/jobdetail.aspx?id=209262&Lang=en-US