Administrative Assistant

hace 4 semanas

San Vicente Ferrer, Colombia United Nations A tiempo completo

This position is located within the office of the Chief of Mission Support in the United Nations Verification Mission in Colombia (UNVMC), with duty station Bogotá. The Administrative Assistant reports to the Chief of Mission Support (CMS).

**Responsibilities**:
Under the direct supervision of the Chief of Mission Support (CMS), the Administrative Assistant provides high quality administrative, management and secretarial support to the CMS and ensures the effective and smooth flow of work within the CMS' office. Within the limits of delegated authority, the Administrative Assistant will perform the following duties:
Human Resources Management
- Maintains records of the performance evaluation status of the office. Assists in formulating responses related to rebuttal cases.
- Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the office.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance
- Provides expert assistance and coordination in the preparation and development of the office's work plan and budget.
- Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implements the reallocations as necessary.
- Collects data from relevant databases and prepare customized reports when required.
- Reviews, analyzes, and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommend reallocation of funds as necessary.
- Assists in the preparation of the year end budget performance report submissions.
- Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.

General Administration
- Prepares and coordinates the daily agenda of the CMS and the tentative agenda of his/her future commitments.
- Follows up on invitations, changes of dates and/or venues of meetings and deadlines for scheduled appointments/meetings based on workload and protocol requirements and prepares relevant material for such appointments/meetings.
- Anticipates CMS' requirements for background material and ensure compilation of briefing material for appointments, meetings, or missions are complete and up to date.
- Maintains an overview of the work of the CMS' office to ensure that timely administrative support is provided in general and specialized areas.
- Prepares correspondence and justifications as required on general administrative or specialized tasks that may be of a confidential nature within assigned areas of responsibility as assigned by the CMS.
- Establishes and maintains a filing system for CMS' correspondence and files, drafts and dispatches routine correspondence as instructed, as well as memoranda of an administrative nature.
- Serves as Focal Person for Share Point and for the OCMS's resources of documentation: research, retrieve and manage their compilation, distribution, processing and filing.
- Coordinates the provision of guidance, training, and daily support to other staff within the Mission Service Division (MSD).
- Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
- Coordinates extensively with MSD sections and units and liaises frequently with mission personnel both at UNVMC Headquarters and in the field.
- Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizes and coordinates seminars, conferences and

translations).

Competencies

Professionalism
- Ability to use of initiative to resolve problems/identify exceptions which may arise from time-to-time.
- Shows pride in work and in achievements.
- 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 & 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 al

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