Administrative Assistant

at  United Nations

Org. Setting and Reporting
This position is located in the Co-Financing and Partnership Section (CPS), Public Affairs and Policy Support Branch (PAB), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC). The Administrative Assistant reports directly to the Chief of Section. For more information on UNODC, please visit www.unodc.org
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following specific duties: Budget and Finance: - Responsible for maintaining the budget for the UNODC Brussels Office, which includes the office rent, cleaning charges, petty cash, telephone bills, security charges and other expenses; - Responsible for securing funds or requesting colleagues in the Financial Resources Management Service (FRMS) to redeploy funds for purchase/delivery of any IT equipment for the Brussels Office and CPS; - Maintain CPS budget and advise FRMS of any shortfalls of funds and recommend shifting funds from unspent balances to travel, hospitality, communication, as required; - Process invoices for payments; - Create and amend Purchase Orders, Shopping Carts; check availability of funds; procure required office materials and equipment; inspect invoices after receipt of services; keep track of operations through the in-house SAP system, Umoja; Donor partnership Related Administrative Support: - Enter new pledges in the Funding Agreement and Donor Profiles (FADP) Application. Coordinate clearances with FRMS; - Draft acknowledgement letters, prepare payment requests to donors. Send financial reports and narrative reports to donors; - Prepare regular payment requests, collect all related reports and documents to be sent to EU Offices at different locations; - Support substantive units in the creation of new business partners profiles; - Draft correspondence to partners, as required, to complement the processing of pledges, no cost extensions, general queries; - Follow-up/finalise all urgent matters in the absence of Supervisors, especially related to pledges and funding agreements; - Respond to queries from staff members at HQ, in Field Offices and from donors relating to contributions, funding agreements, projects, deposit of contribution etc.; - Assist FRMS to confirm the purpose of deposits made by donors when it is unclear from the bank deposit documents; - Assist with the organization of meetings for partners by sending invitations, organizing the logistics, travel arrangements and associated administrative requirements; prepare correspondence pre and post meetings. Greet visitors from donor countries, organize small meetings, and make all necessary arrangements; General Administration and HR Related Administrative Support: - Coordinate and maintain the operational travel programme for the Section, initiate travel requests in Umoja, administer procedures for official missions, take necessary actions for travel claims and complete expense reports; - Review and distribute the incoming mail to responsible staff. Identify items that require immediate attention by the Supervisor or other staff. Monitor and take action on pending matters; - Create job Openings in the United Nations career portal, Inspira, for the recruitment of Interns, UN Volunteers (UNV) and Consultants for CPS and the Brussels Office. Prepare Funds Commitments in Umoja for the recruitment of UNVs and initiate payments for Consultants in Umoja; - Act as time Administrator for the Branch, respond to any queries related to Time and Attendance issues; - Initiate requests to create index numbers in Umoja for Meeting Participants, Consultants and others; - Maintain the inventory of CPS; order office supplies; maintain and keep electronic files and hard files up-to-date; - Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making; - Assist with visualizations and updating information material such as web pages or brochures; - Provide administrative support to other Sections within the Branch in the absence of col-leagues; - Provides guidance and training to new/junior staff; - Perform any other work-related assignments as required.
Competencies
• Professionalism: Is able to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Is able to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to perform analysis, modelling and interpretation of data in support of decision-making. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Planning & 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.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Not available.
Work Experience
A minimum of 7 years of work experience in administrative services, finance, human resources or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience providing administrative and programme assistance to senior officials is required. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience using computer applications such as Word processing, Excel, Internet, PowerPoint, etc. is required. Work experience within the United Nations system or in an international organization is desirable. Experience working with United Nations Human Resources management systems, such as Inspira is desirable. Work experience with the in-house applications/systems, such as SAP/Umoja, Lotus Notes or other standard enterprise softwares, is desirable. Experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other United Nations official languages is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee

Please refer the Job description for details