This position is located in the Office of the Head of Office in Beni of the United Nations Organization Mission in the Democratic Republic of the Congo (MONUSCO). The Administrative Assistant reports to the Head of Office to whom he/she provides support in effectively and efficiently managing all administrative and related matters.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
Coordinates actions with respect to transactions related to the administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required.
Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases.
Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office.
Provides advice and answers queries on classification procedures and processes.
Provides information and advices to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations.
Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers, and movement of staff.
Budget and Finance
Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget.
Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary.
Collects data from relevant databases and prepare customized financial reports when required.
Reviews, analyzes, and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects.
Assists managers in the elaboration of resource requirements for budget submissions.
Monitors budget implementation/expenditures and recommend reallocation of funds as necessary.
Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis.
Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
Assists in the preparation of the year end budget performance report submissions.
Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures.
General Administration
Coordinates the provision of guidance, training, and daily supervision to other staff in the area of responsibility.
Act as Quality Assurance Management Team (QAMT) Secretariat and as such prepares for the QAMT meetings and the proper filing of projects (QIPs, CVR) files.
Maintains coordination with the Programme Management Unit as Field Office Projects Focal Point
Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions.
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission.
Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems, organizes and coordinates seminars, conferences, and translations).
Education
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
Work Experience
At least eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administration, finance, accounting, human resources, audit, or in other related fields is required.
Experience in international operations in a post-conflict environment is desirable.
Previous experience working in the front office of a senior public official is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English and French is required.
