United Nations is hiring an Administrative Assistant within the Department of Global Communications (DGC), located in New Delhi, India.

The incumbent is under the general supervision of an Associate Finance Officer in ICS/SCD/DGC and the overall supervision of the Chief of Operations in Centres Operations Section, ICS/SCD in DGC.

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Responsibilities

•  Monitors status of expenditures and allotments through Umoja and shares relevant reports, as required.
•  Reviews status of relevant expenditures and compares with approved budget.
•  Also, liaises with UNIC Offices regarding procurement needs.
•  Raises requisitions for goods and services on behalf of UNIC Offices, ensuring the accuracy of documentation and approval.
•  Ensures correct objects of expenditure are charged as well as funds are available.
•  Takes responsibility for all aspects of the Source to Acquire process, including raising procurement documents, confirming receipt of goods or services, and submitting for payment.
• In addition, provides advice to UNIC Offices regarding transactional arrangements and other administrative rules.

Human Resources Management

•  Provides advice and guidance to UNIC staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
•  Supports internship selection process, including collecting documentation, liaising with Executive Office, submission of PHPs to UNIC Offices, and determining eligibility.

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General Administration

•  Provides backup administrative support to the local UNIC Office.
•  Drafts routine correspondence relating to administrative matters to UNIC Offices.
•  Maintains files of rules, regulations, administrative instructions, workflows, 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., maintaining Real Estate and Asset data in Umoja, data collection for analysis of UNIC operations, monitoring accounts, and payment to vendors and individual contractors for services.

Contract Administration

•  Assists with the day-to-day administration of contracts between the UN and external contractors.
•  In partnership with UNIC Offices, 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 monitors payments

Requirements for Administrative Assistant

Education

A high school diploma or equivalent is required.

Work Experience

• A minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or related areas
• Hands-on experience with an Enterprise Resource Planning (ERP) system, such as Umoja
• Experience in processing acquisitions of goods and services and payment processing using an ERP system
• Experience in the use of Key Performance Indicators (KPIs) and Business Intelligence (BI) tools in an ERP systems environment is desirable.
• In addition, experience in providing support to globally dispersed clients is desirable.

Languages

Fluency in English is a must. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.

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Special Notice for applicants of Administrative Assistant 

• All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office.
• However, the position is for anyone irrespective of their nationality and of the length of time, they may have been in the country.
• A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment