Administrative Assistant

hace 5 meses

Colombia United Nations A tiempo completo

This position is located in the United Nations Verification Mission in Colombia (UNVMC), Regional Office Quibdo, Choco. The incumbent will report to the Head of Office.

**Responsibilities**:
Responsibilities:
Under the overall direction of the Head of the Regional Office, and within limits of delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
- Performs various human resource activities, e.g., recruitment, placement, induction, relocation, separation, training, absences, etc.
- Maintains vacancy announcements. Tracks and updates vacancy announcements.
- Prepares “personnel actions” through the UN's current electronic tools (Umoja).
- Provides information and advice to staff/non-staff (volunteers and observers) with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations; advises on visa matters and on regulations for foreign staff.
- Consistently applies UN rules, regulations, policies and procedures, including the UNVMC Gender Directive and Gender Parity Strategy.
- Liaises with the central administration in Bogotá HQ, as required.

Budget and Finance
- Provides assistance in the preparation, development, monitoring (travel and meeting facilitation funds) and review of the office’s medium-term work plan and budget. Regarding the budget, considers staff, non-staff and programmatic cost estimates.
- Assists in monitoring the work plan/budget with respect to various budgets, trust funds, grants, extra-budgetary resources and other funds on a regular basis. Records reallocations of resources and implements the reallocations as necessary.
- Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds.

General Administration
- Provides guidance to mission staff in terms of general administrative procedures.
- Identifies and reports issues/problems as they arise, and recommends appropriate actions.
- Coordinates regularly with service units and liaises as needed with team members both in the Regional Office and at the Mission’s HQ.
- 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 related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services, drafting routine correspondence, maintenance of equipment, provides assistance with the organization of the Regional Office events).

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.

Working experience using word processing and spreadsheets is required.

Experience working at United Nations Agencies, Funds and Programmes or similar international organization in this capacity is desirable.

Working experience in administrative electronic tools, such as Umoja, ERP or similar systems, is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in Spanish and English is required.

Assessment

Special Notice
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indic

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