Administrative Assistant

hace 2 semanas

Bogotá, Bogotá D.E., Colombia United Nations A tiempo completo

This position is located in the Office of Special Representative Secretary-General (OSRSG) of the United Nations Verification Mission in Colombia (UNVMC) in Bogota.

The Administrative Assistant (G-6) will report to the Liaison Officer P4.

Responsibilities:

HUMAN RESOURCES MANAGEMENT:

  • 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.

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 the supervisor when required in the elaboration of resource requirements for budget submissions.
  • Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
  • Coordinates 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 services, sections and units across the Mission and liaises frequently with internal team members in the field mission.
  • 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).
  • Compiles the inputs delivered by the substantive areas including briefing materials and talking points for the SRSG use. Edits documents before submitting to supervisor. Drafts correspondence at the supervisor ́s request.
  • May be required to support the protocol, supporting highlevel events, trainings and seminars at the OSRSG and any other office, as required.
  • 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 gendersensitive approach in all functions.

CONTRACT ADMINISTRATION:

  • Assists with daytoday administration of contracts between the office and external contractors for outsourced services.
  • Audits the contractors' invoices against the goods and services provided by the contractor as and when required.
  • Processes the payment of contractors' invoices and monitor payments.
  • Prepares and processes all forms and permissions for contractual and work office staff, including UN grounds passes, property passes, UN parking permits, swipecard access and door keys.
  • Performs other duties, as required.
Competencies

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.

Job - Specific Qualification
Technical Certificate or training in administration, business or accounting is desirable.

Certificate on Microsoft office package is desirable.

Work Experience

Experience working for the United Nations Agencies, Funds and Programmes or similar international organization is desirable.

A minimum of five (5) years managing budget issues is desirable

Experience with Enterprise Resource Planning (ERP) systems, e.g. UMOJA, FSS or similar systems is desirable.


Experience working in the front office of the senior management in the United Nations common system or similar international organization is desirable.

Experience organizing high-level events and trainings is desirable.

Experience on protocol issues is desirable.

Languages
English and French are the

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