Responsibilities
Human Resources Management
- Initiates, processes, monitors, reviews and follows-up on
actions related to the administration of the unit’s human resource
activities, e.g., recruitment, placement, relocation, promotion,
performance appraisal, job classification reviews, separation, training,
ensuring consistency in the application of regulations and procedures.
- Enters, maintains and certifies administrative data and
records for time and attendance, performance appraisal in electronic
information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to
administrative procedures, processes and practices, liaising with central
administrative services as necessary.
- Maintains and reviews organizational staffing tables; prints
and reviews UMOJA reports.
Budget and Finance
- Monitors status of expenditures and allotments through UMOJA,
records variations, updates budget tables.
- Consolidates data received and provides support to
higher-level staff with respect to budget reviews of relevant
intergovernmental and expert bodies.
- Reviews status of relevant expenditures and compares with
approved budget.
- Reviews requisitions for goods and services to ensure (a)
correct objects of expenditure have been charged and (b) availability of
funds.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
General Administration
- Prepares, processes and follows-up on administrative
arrangements and forms related to the official travel of staff.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative
instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and
electronic).
- 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 administrative
arrangements for seminars, conferences and translations.
- 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.
- Assists with visualizations and updating information material
such as web pages or brochures.
Contract Administration
- Assists with day-to-day administration of contracts between
the UN and external contractors for outsourced services.
- Audits the contractors’ invoices against the goods and
services provided by the contractor and approved by the UN.
- Processes the payment of contractors’ invoices and monitor
payments.
- Prepares and processes all UN forms and permissions for
contractual and work Unit, Section or Service UN staff, including UN
grounds passes, property passes, UN parking permits, swipe-card access and
door keys.
Qualifications and Responsibilities
Education
- High school diploma or equivalent is required.
Work Experience
- A minimum of five (5) 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 three
(3) for candidates who possess a first-level university degree or higher.
- Work experience with an Enterprise Resource Planning (ERP)
system such as Oracle or SAP is required.
- Experience in an international organization such as the United
Nations is desirable.
- 1 year or more of experience in data analytics or related area
is desirable.
Languages
- English and French are the working languages of the United
Nations Secretariat.
- For the position advertised, fluency in English is required.
Knowledge of another official United Nations language is desirable.
- NOTE: ‘Fluency’ equals a rating of ‘fluent’ in all four areas
(speak, read, write, and understand), and ‘Knowledge of’ equals a rating
of ‘confident’ in two of the four areas.
Assessment
- Evaluation of qualified candidates may include an assessment
exercise which may be followed by competency-based interview.
How To Apply