Administrative Assistant

Org. Setting and Reporting

This position is located in the Secretariat of the Advisory Board on Compensation Claims, Financial Risk Management Services, Finance Division, Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC). The incumbent will work under the direct supervision of the Programme Officer. The Secretary of the ABCC and of the UN Claims Board (UNCB) provides documentary, analytical and administrative services to the Boards which make recommendations to the Secretary General and the Controller respectively, concerning the compensations to be paid to Staff Members, Consultants, Military Observers and Members of Commissions, committees or Similar Bodies in the event of A) death, injury or illness attributable to service with the United Nations under Appendix D to the Staff Rules and ST/SGB/103/Rev.1, and B) loss of or damage to personal effects resulting from performance of official duties, service in a special area, or travel by means of transport furnished by or at the expense of the United Nations.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

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 and compares with approved budget; prepares adjustments as necessary.
• Assists managers 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

• Calculates the entitlement of claimants in accordance with established procedures and guidelines.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., scheduling, coordinating and supporting ABCC and UNCB meetings; monitoring accounts and payments to beneficiaries; 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.
• Assists with the collection and analysis of claims as well as preparation of claims presentations, responding to queries, maintaining and compiling statistics for planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

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, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of experience in finance, budget, accounting, 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. Experience in workers’ compensation or insurance is desirable. One year or more of experience in data analytics or related area is desirable. Experience in interpreting and applying United Nations (or a large global organization) staff entitlements relating to death, injury, disability and loss of personnel effects is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/240246?language=en