Administrative Assistant

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Description

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Org. Setting and Reporting

• This position is located within the Disarmament, Demobilization, Reintegration and Stabilization (DDR&S) Section of the United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO) in Kinshasa. The Administrative Assistant will be based in Kinshasa and will report to the Chief of the DDR&S Section.

Responsibilities

HUMAN RESOURCES MANAGEMENT:

• Initiates, reviews, processes and follows-up on actions related to the administration of the section’s/unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their 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 keeps track of status of vacancy announcements.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists staff with onboarding and check-in, as well as check-out procedures.

BUDGET AND FINANCE:

• Assists with the preparation of cost estimates and budget proposals, in terms of mission’s resourcing requirements such as staff and non-staff requirements, including programmatic aspects, assists, reviews and revises data with respect to the finalization of the budget proposals as well as Result Based Budgeting inputs.
• Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Analyzes accounting transactions and open items in the accounting system and recommends corrective actions. Reviews and reconciles various clearing accounts, investigates erroneous/invalid entries and recommends corrective accounting action. Verifies that appropriate relevant supporting documents have been provided for the processing of payments for goods and services received.
• Supports with the review in ensuring the efficient and effective use of budgetary resources through robust monitoring of budget utilization to the approved budget and timely provision of information to management for decision making. Provides support and guidance to fund centre/programme managers on budget implementation and processes corrective actions where necessary.
• Assists with the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Administers and process fund transactions through the grants module including issuance of allotments, implementing partner grants, transfer, and any other transactions in accordance with the established procedures.

GENERAL ADMINISTRATION:

• Drafts routine correspondence for the chief of section and for the section’s units to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Circulates documents within and outside the mission and follows up on them.
• Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
• Provides administrative assistance and secretarial tasks to the Section Chief, Units and other staff members with respect to official travel.
• Maintains proper archiving of all documents of the section.
• Ensures the proper handling of sensitive and confidential documentation and information.
• 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 the day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor as and when required.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Performs other duties, as required.

Work Experience

• At least 6 (six) years of progressively experience in the field of finance, accounting, human resources, audit, administrative services or other related fields is required. Knowledge of an ERP (Enterprise resource planning) computer system, such as Umoja or another SAP-based application, is required. Experience and technical competence on the preparation of the proposed budget using Umoja Business Planning and Consolidation (BPC) is required. Experience and technical competence such as local process expert qualification in the following Umoja modules: Funds Management (FM), and/or Financial Accounting (FI), is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required and French is desirable.

Source:https://careers.un.org/jobSearchDescription/247419?language=en

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