Responsibilities

• Within delegated authority, the Administrative Assistant will be responsible for the following duties:
• 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.
• Provides support with respect to the review, analyses and preparation of the work plan and cost plan for the Regional Office and its revisions.
• Prepares or customizes financial reports from Umoja system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Assists in procurement processes; initiates low-value procurement in Umoja; reviews requisitions for goods and services to ensure; prepares bills to service providers and vendors, among other procurement related processes.
• Provides support to conferences, meetings and events organized by the regional office, by ensuring that related finance, budget and procurement matters are effectively dealt with. 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.
• 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).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• 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.
• Acts as back up to the other administrative assistant(s) in the office; performs other duties as required.
• Assists with visualizations and updating information material such as web pages or brochures.

Requirements

Education

• High school diploma or equivalent is required.

Work Experience

• Seven (7) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• One (1) year or more of experience in data analytics or related area is desirable.
• Experience supporting the organization of workshops/trainings, events, and conferences is desirable.
• Experience working with an enterprise resource planning system, such as Umoja is desirable.
• Experience working in the United Nations system or similar international organisation is desirable.