Administrative jobs at United Nations, South Africa

Position Title: Administrative Assistant

Key duties 

Human Resources Management

• Initiates, reviews, processes, and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, ensuring consistency in the application of UN rules and procedures.
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements. Similarly, consolidates budget/work program with respect to Headquarters’ budget, trust funds, grants, and procurement.
• Monitors expenditures and compares with approved budget as well as prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Also, assists in the preparation of budget performance submissions and finalization of budget performance report, analyzing variances between approved budgets and actual expenditures.
• Co-ordinates with other finance and budget staff on related issues during the preparation of budget reports.

General administration

• Drafts routine correspondence to respond to inquiries in respect to a relevant administrative, financial audit, personnel matters.
• 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 program; 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).
• Also, maybe responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

• Assists with the 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.
• Also, processes the payment of contractors’ invoices and monitor payments.
• Furthermore, prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds, passes, the property passes, UN parking permits, swipe-card access, and door keys.

Required qualifications

In order to be fit for the position, the candidate must have the following qualifications

• High School diploma or equivalent. In addition to that, further training in office management, administration or related field preferred.
• In addition to that, a minimum of seven years of experience in administration and program/ project management.
• Experience in reporting and report drafting highly desirable. Previous experience in an international organization will be an asset.
• Fluency in the English language and also any additional knowledge of any other UN official language will be plus.