Administrative Assistant

The Administrative Assistant provides comprehensive administrative and human resource support within the Office of Supply Chain Management, Department of Operational Support. Responsibilities include managing HR processes, budget monitoring, general administration, and coordination of meetings and communications to ensure operational effectiveness.

Responsibilities

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Section’s administrative and human resource activities, 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 Executive Office as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews reports.
• Monitors status of expenditures and allotments, 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 correct objects of expenditure have been charged and availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.
• Manages and coordinates the Section Chief’s daily calendar and Section meetings by compiling agenda items, arranging meeting logistics, recording and tracking action points, and ensuring timely follow-up on meeting outcomes.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence and processes communications through the relevant correspondences management platform.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work Section files in the various platforms and systems to ensure information is current, accessible and archived.
• Assists in maintaining section workplans, action trackers, and reporting schedules, coordinating the compilation and quality review of planning submissions and performance reports, and following up with focal points to ensure timely completion of assigned actions.
• Assists in data analysis, reporting, dashboard maintenance, and the preparation of presentations and information materials, leveraging multiple data sources to support communication, performance monitoring, planning, and decision-making.
• Coordinates extensively with the Section units and liaises frequently with internal team members including requests for information and follows up with internal and external stakeholders.
• Performs and coordinates other related administrative duties, e.g., leave plans; daily calendar of the Section Chief, attend meetings and draft action points, 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, events and translations.

Requirements

• High school diploma or equivalent.
• A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher.
• Experience in the use of Microsoft Office Suite, including Excel, Word and PowerPoint is required.
• Experience maintaining SharePoint sites, Teams channels or similar collaboration platforms is required.
• Experience working with data analytics and visualization tools and developing data analytics and visualization reports and dashboards is desirable.
• Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable.
• Experience in providing administrative support in the United Nations Common System, or comparable public sector institution, is desirable.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• MS Excel
• MS Word
• MS PowerPoint
• SharePoint Development
• Team Collaboration
• Data Analytics
• Data Visualization
• Report Development
• Dashboard Development
• Meeting Notes Drafting
• Memoranda Drafting
• Drafting Correspondence
• Presentation Preparation
• Budget Monitoring
• HR Processes

Languages

English, French