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Administrative Assistant, G5

Administrative Assistant, G5
Company:

United Nations


Details of the offer

EducationHigh school diploma or equivalent is required. Additional technical qualifications, Certified Public Accountant (CPA) is desirable.Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.The GGST is administered to applicants when required before the administration of a written assessment and/or interview.Work ExperienceA minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.Experience with an Enterprise Resource Planning (ERP) system is desirable.Experience with the United Nations, or another comparable large organization and its administrative and financial rules and regulations is desirable.Experience in preparing donor financial statements is desirable.Experience in operating a post implementation helpdesk to support new users is desirable.Experience in preparing budget cost estimates and preparing budget utilization reports is desirable.Experience in analysing grants to Implementing Partners is desirable.LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another United Nations official language is desirable.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 etc. ensuring consistency in the application of regulations and procedures.• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. 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 out-posted offices.• 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.• 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.Donor Administration:• Assists with day-to-day administration of agreements between the UN Environment and donors.• Generates invoices for assessed and voluntary contributions from donors.• Processes the payment of donors and monitor deposits in UN Environment bank accounts.• Generates receipts for payments received.• Assists staff members, fund management officers regarding queries on payments and deposit related issues.• Assists in communicating with donors via written and verbal means.Perform other related duties as assigned.


Source: Whatjobs

Requirements


Knowledges:
Administrative Assistant, G5
Company:

United Nations


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