ADMINISTRATIVE ASSISTANT, G6 (Temporary Job Opening)

Org. Setting and Reporting

This post is located in the United Nations Liaison Office for Children and Armed Conflict (UNLOCAAC) in Brussels. This Liaison Office represents the Office of the Special Representative of the Secretary-General for Children and Armed Conflict (OSRSG-CAAC) in Europe. The mandate and work of the OSRSG-CAAC derives from General Assembly Resolution 51/77 and subsequent General Assembly resolutions, as well as successive Security Council resolutions on children and armed conflict. The incumbent will report to the Head of UNLOCAAC.

Responsibilities

Under the direct supervision of the Head of UNLOCAAC, the Administrative Assistant will be responsible for the following duties:

Human Resources Management
• Initiates, reviews, processes and follows-up on actions related to the administration of the office’s human resource activities, e.g., recruitment of staff and consultants, job classification reviews, training etc., ensuring consistency in the application of UN rules and procedures.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance
• 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 through UMOJA and compares with approved budget; prepares adjustments as necessary.
• Assists Head of UNLOCAAC in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepares or customizes financial reports from UMOJA system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Prepares, processes and follows-up on administrative arrangements in support of the Head of Office of UNLOCAAC and staff members; and monitors processes and schedules related to the office’s outputs, products, tasks etc.
• Coordinates extensively with OSRSG-CAAC and other offices and liaises frequently with internal team members at Headquarters.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.),
special projects and events; and provides support and coordinate visits of staff and delegations from the field and Headquarters to Brussels.
• Maintains files of rules, regulations, administrative instructions and other related documentation, including up-to-date work unit files (both paper and electronic) and databases for the office.
• 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 seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and UN staff, including: property passes, swipe-card access and door keys.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.

Experience working with various offices of the United Nations Secretariat, United Nations Agencies, Funds and Programmes, the European Union, the North Atlantic Treaty Organization, Non-Governmental Organizations or Permanent Missions is desirable.

Experience in planning and organizing special events is desirable.

Experience managing and updating websites or social media platforms is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French is required. Knowledge of another official United Nations language is a desirable.