Administrative Assistant

The Administrative Assistant supports the UN Resident Coordinator's Office in Guinea by managing human resource activities, budget and finance tasks, general administration, and contract administration. The role involves coordinating administrative functions, assisting with budget preparation, monitoring expenditures, and providing support in contract management and office operations.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, and Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and tracks status of vacancy announcements.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists in the preparation and review of financial and human resource proposals/requirements and consolidates budget/work programme.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances.
• Prepares or customizes financial reports from IMIS system generated reports.
• Coordinates with finance and budget staff during preparation of budget reports.
• Drafts routine correspondence related to administrative, financial audit, and personnel matters.
• Coordinates extensively with service units and liaises with internal team members at Headquarters and in the field.
• Performs other related administrative duties such as operational travel programme, monitoring accounts and payments, physical space planning, office technology needs, and organizing seminars and conferences.
• May guide, train, and supervise more junior General Service staff.
• Assists with collection and analysis of data and preparation of data presentations and reports for information sharing and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits contractors' invoices against goods and services provided and approved by the UN.
• Processes payment of contractors' invoices and monitors payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit staff, including passes, permits, and access keys.

Requirements

• Completion of High school diploma or equivalent is required. Relevant first-level university degree may be accepted in lieu of two years of required experience.
• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable.
• Work experience with the United Nations or similar international organization is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English and French are required at UN Level II for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance Management
• Accounting
• Audit
• Human Resources Management
• Enterprise Resource Planning
• Umoja
• Data Analytics
• Budget Preparation
• Expenditure Monitoring
• Contract Administration
• Office Operations Coordination

Languages

English, French