Administrative Assistant

The Administrative Assistant supports the CMS Secretariat in Bonn, Germany, providing administrative, human resources, finance, and contract management services. The role involves managing HR activities, budget monitoring, general administration, contract administration, and data responsibilities under the supervision of the Administrative Officer.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation, and training.
• Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and tracks status of vacancy announcements; reviews and processes personnel actions through Umoja.
• Monitors staffing table and prepares relevant statistical data/charts.
• Initiates, reviews, processes and follows-up on actions related to the administration of the internship and United Nations Volunteers.
• Supports office compliance with mandatory training by disseminating notices, identifying training opportunities and monitoring compliance.
• Assists in the preparation and review of financial and human resource proposals/requirements.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Prepares or customizes financial reports from Umoja system generated reports.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the Host Government.
• Performs other related administrative duties, such as operational travel programme, monitoring accounts and payment to vendors and individual contractors, physical space planning, office technology needs and maintenance, organizing and coordinating seminars, conferences and translations.
• May be responsible for guiding and training junior General Service staff.
• Assists with day-to-day administration of contracts between the UN and consultant/individual contractors for outsourced services.
• Audits contractors' invoices against 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, Section or Service UN staff including grounds passes, property passes, parking permits, swipe-card access and door keys.
• Assists with collection and analysis of data and preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

Requirements

• High school diploma or equivalent is required.
• Supplementary training in Administration, Human Resources or related field is desired.
• A minimum of seven (7) years of progressively responsible experience in human resources, finance, administrative services or related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level University degree or higher.
• A minimum of two years of experience providing guidance to clients on the interpretation and application of relevant personnel rules and regulations, human resources policies and guidelines is desirable.
• Work experience in drafting internal workflow or guidelines is desirable.
• Work experience with the United Nations or similar international organization is desirable.
• Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English is required at UN Level II reading, writing, listening and speaking.
• German is desirable at UN Level I reading, writing, listening and speaking.

Skills

• Human Resources Management
• Finance Administration
• Budget Monitoring
• Contract Administration
• Administrative Services
• Personnel Rules Interpretation
• Human Resources Policies
• Workflow Drafting
• Enterprise Resource Planning
• Umoja
• Data Analytics
• Internal Guidelines Development

Languages

English, German