Administrative Assistant

United Nations Economic Commission for Latin America and the Caribbean, Santiago, Chile

Skill Required:, Finance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
9th March, 2021


Job Description

This position is located in the Programme, Planning and Operations Division at ECLAC, the Administrative Assistant reports to the Head of the Budget Unit.
The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

RESPONSIBILITIES

Under the overall supervision of the Head of the Budget Unit, the The Administrative Assistant will be responsible for the following duties:

Human Resources Management

  •  Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., 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 central administrative services as necessary.

Budget and Finance

  •  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 (a) correct objects of expenditure have been charged and (b) availability of funds.
  •  Assists in the preparation of budget performance submissions.
  •  Prepares statistical tables and standard financial reports.

General Administration

  •  Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
  •  Drafts routine correspondence.
  •  Maintains files of rules, regulations, administrative instructions and other related documentation.
  •  Maintains up-to-date work unit files (both paper and electronic).
  •  Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
  •  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.

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 work Unit, Section or Service UN staff,
  • Work implies frequent interaction with the following:
  • Staff within the work unit and clients in the Departments.
  • Human resource, administrative, accounting staff in missions and Headquarters, general support services and conference services staff.

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.

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.

 CLIENT ORIENTATION:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

EDUCATION

  • High school diploma or equivalent.

WORK EXPERIENCE

  • A minimum of five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, or related area is required.
  • Experience in the use of Microsoft Word, Excel and Powerpoint is required.
  • Experience in working for an international organization is required.
  • At least two years of experience processing transactions in an Enterprise Resource Planning System (ERP) is required.

LANGUAGES

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

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