Requisition ID: 5227
Grade: G6
Country: Mexico
Duty Station: Mexico City
Category: General Service/Admin. Support
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary: 530 414 USD
Application Deadline: 28-Mar-2025, 11:59 PM (Vienna, Austria time)

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education, high school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.

TECHNICAL AND FUNCTIONAL EXPERIENCE

• A minimum of ten (10) years of working experience in providing highly independent administrative support in areas of finance, human resources, procurement, travel, etc. is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in providing support to managerial/professional staff and using administrative skills to assist in the execution of project and programme development and implementation of work, is required.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.
  Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.
  Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly Spanish is required.

Under the supervision of the First Reporting Officer, the Administrative Assistant is responsible for the finalization of all administration tasks in terms of technical cooperation programmes and projects, as well as administrative support and is responsible for the following key functions:

• Focal Point for administrative, personnel-related and financial matters for staff, related to staff entitlements: travel, repatriation, official mission, home leave, and education grant. Receive incoming requests and prepare the appropriate actions for supervisor’s signature on non-technical aspects. Provide relevant background whenever necessary to supervisor(s). Keep track of pending matters and follow up with other offices on deadlines.
• Coordinate recruitment, reassignment actions, salary increments, contract extensions and recommendations for promotion, as well as follow-up on staff performance appraisal reports and staff status reports. Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase of equipment, travel authorizations requests/claims and deal with all related inquiries.
• Act as Focal Point for Office Space. Maintain divisional floor plan and decide on office space allocation. Coordinate all office moves and furnishing/equipment of staff members in cooperation with Buildings Management Services and Inventory Divisions.
• Draft routine and non-routine correspondance. Prepare papers, statistics, reports and presentations by extracting/summarizing statistics. Undertake computer based searches and compile background information.
• Maintain the time and attendance records for staff members including the calculation of extended sick leave entitlement/maternity leave and separation.
• Initiate, process and finalize travel authorizations, visa application and expense reports for all entitlement travel. Obtain necessary approvals and ensure financial obligation. Monitor travel plans and the implementation of related budget allotments and expenditures, liaising with Financial Services.
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Carry out ad-hoc assignments and research activities, as required.
• Perform any other related duties as assigned.