Administrative Assistant Vacancy-Job Ref: JKSOUN/1711/202084

Administrative Assistant Vacancy-Job Ref: JKSOUN/1711/202084

Mogadishu (Somalia)

JOB DESCRIPTION
ORG. SETTING AND REPORTING
The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs.
This position is located in the Resident Coordinator’s Office, and reports to the Resident Coordinator Team Leader.

RESPONSIBILITIES
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT:
• Initiates, review, process and follow-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.
• Respond to enquiries and provide 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.
• Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Enterprise Resources Planning (ERP – known as Umoja in the UN).
• Monitors staffing table and prepare relevant statistical data/charts.
BUDGET AND FINANCE:
• Assist 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.
• Monitor expenditures and compare with approved budget; prepares adjustments as necessary.
• Assist managers in the elaboration of resource requirements for budget submissions.
• Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepare or customize financial reports from Enterprise Resources Planning (ERP – known as Umoja in the UN) system generated reports.
• Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.
GENERAL ADMINISTRATION:
• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Perform 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 events, seminars, conferences and translations).
• Act as a focal point for Umoja requisitioner and petty cash custodian for the Country Office.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
PROCUREMENT AND CONTRACT ADMINISTRATION:
• Provide operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
• Review and prepare requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
• Coordinate with day-to-day administration of contracts between the UN and external contractors for goods and services.
• Maintain internal files and relevant documentations for procurement activities.
• Inspect and receipt goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities.
• Process the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance
• Prepare and process 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.

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.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

EDUCATION
High school diploma or equivalent is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

WORK EXPERIENCE
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.

LANGUAGES
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Arabic is required. Knowledge of another official United Nations language is an advantage.
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.

ASSESSMENT
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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