Administrative Assistant

The Administrative Assistant supports the Office of the Special Envoy of the Secretary-General for Yemen by managing human resources administration, budget and finance tasks, and general administrative duties. The role includes contract administration, facilities management, and coordination with internal and external stakeholders to ensure smooth mission support operations.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/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 conditions of service.
• 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.
• Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
• Performs other related administrative duties, including operational travel programme, physical space planning, office technology needs, organizing seminars and conferences, monitoring accounts and payments, and contract administration.
• Supports contractor-performance monitoring by compiling service-delivery information, tracking key performance indicators and service levels, and following up with requisitioning offices and contractors.
• Reviews contractors’ invoices and supporting documentation for completeness and consistency with contract terms and services delivered; coordinates certification; and processes and tracks payments.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Provides central administrative coordination for residual UNMHA liquidation activities, supports asset reconciliation and updating of inventory and Umoja records, tracks disposal, transfer, write-off, contract close-out and other pending actions, maintains audit trail, and monitors follow-up with responsible offices.
• Supports facilities-management activities, including maintenance and repair requests, service-provider follow-up, work-order and premises records, utilities and space-related requirements; administers petty cash and acts as petty cash custodian when designated.
• Acts as secretary to local boards and committees, prepares agendas, meeting documentation and minutes; maintains decision logs; and monitors follow-up actions.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, contract administration, procurement support or a related area is required.
• The minimum number of years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
• Experience using an enterprise resource planning system, such as SAP, is required.
• At least two (2) years of experience supporting contract administration or procurement, including contractor-performance monitoring, maintenance of contract records, or invoice and payment follow-up, is desirable.
• Experience supporting facilities management and administering petty cash is desirable.
• Experience providing UN secretariat support to formal boards or committees is desirable.
• English and Arabic are required at UN Level II proficiency in reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Administration
• Contract Administration
• Procurement Support
• Enterprise Resource Planning
• SAP
• Contractor Performance Monitoring
• Contract Records Maintenance
• Invoice and Payment Follow-up
• Facilities Management
• Petty Cash Management
• UN Secretariat Support
• Board and Committee Support

Languages

English, Arabic