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.
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
A high school diploma or equivalent is required.
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.
Fluency in English is a must. Knowledge of another official United Nations language is desirable.
Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.