Administrative Assistant

These positions are located in the United Nations Verification Mission in Colombia (UNVMC). The incumbents will be based in Bogota. The Administrative Assistant reports to the Programme Management Officer (Ethnic Affairs Adviser)

**Responsibilities**:
Budget and Finance management
- Provides assistance in the preparation and development of the office’s work programme and budget;
- Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant
and other funds on a regular basis, and records reallocations of resources and implements the
reallocations as necessary;
- Collects data from relevant databases and assist in preparation of financial reports;
- Reviews and assists in the finalization of cost estimates and budget proposals, in terms of staff and nonstaff
requirements for the mission including programmatic aspects;
- Monitors compliance with the medium-term plan and other legislative mandates;
- Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given
to regulations and rules and established policies and procedures;
- Provides assistance in the review, and preparation of the medium-term plan and its revisions;
May assist managers in the elaboration of resource requirements for budget submissions;
Monitors budget implementation/expenditures and records reallocation of funds as necessary;
Human Resources
Performs various actions related to the administration of the work unit’s human resource activities, e.g.,
recruitment, placement, promotion, relocation, performance appraisal, job classification reviews,
procedures
Maintains vacancy announcement files and updates track vacancy announcements;
Provides advice and answers general queries on classification procedures and processes;
Provides information and advice to staff/consultants with respect to conditions of service, duties and
responsibilities, and privileges and entitlements under the Staff Rules and Regulations;¿ Monitors
personnel actions through the UN's current electronic tools, e.g., Umoja;
- Support processes of UNV -e.g Travel request, umoja
- Liaises with central administration/executive services as required.
General Administration:

- Provides guidance to mission and/or subordinate staff.
¿May provide assistance in reviewing host country agreements, budget agreements, or contributions for
grants or other activities within assigned areas;
- Identifies and reports issues/problems as they arise, and recommends appropriate actions;
- Coordinates regularly with service units and liaises as needed with internal team members both at the
mission and in outstations;
- Performs other related administrative duties, as required (e.g., travel, monitoring accounts and
payment to vendors and individual contractors for services, reviews physical space plans and assists in the
identification of office technology needs, maintenance of equipment, software and systems, organizes
and coordinate seminars, conferences and translations).
- Helps to establish the means to monitor 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.
- Performs other duties as required.

Competencies

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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 training in Finance, Budget, Human Resources Management or Administration is desirable.

Work Experience
A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources or related area is required.

Experience working with United Nations administrative electronic tools, such as Umoja or ERP or similar systems is desirable.

Working experience in United Nations or similar international organization at this capacity is desirable.

Experience working with initiatives on indigenous/ethnic peoples is desirable