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• Initiates, reviews, processes and follows
  up on actions related to the administration of the units human resource
  activities, e.g., assist in the recruitment of staff and consultants,
  placement, promotion, relocation, performance appraisal, job
  classification reviews, separation of staff members, training etc.,
  ensuring consistency in the application of UN rules and procedures.
• Quickly responds to enquiries and provides
  information and advice to staff regarding their entitlements,
  administrative procedures, processes and practices, conditions of service,
  duties and responsibilities, and entitlements under the Staff Rules and
  Regulations.
• Manages the maintenance of vacancy
  announcement files and keeps track of status of vacancy announcements.
• Reviews and processes personnel actions
  through IMIS.
• Supports in the monitoring of staffing
  table and prepare relevant statistical data/charts.

• Renders support in the preparation and
  review of financial and human resource proposals/requirements.
• Assists in the monitoring of expenditures
  and compares with approved budget; review adjustments as necessary.
• Supports managers in the elaboration of
  resource requirements for budget submissions.
• Actively coordinates with other finance
  and budget staff on related issues during preparation of budget reports.

• Drafts routine correspondence to respond
  to queries in respect of relevant administrative, financial, audit, and
  personnel matters
• Receive and screen all correspondence and
  other documents addressed to the Section Chief
• Performs other related administrative
  duties as required (e.g. operational travel programme; monitoring accounts
  and payment vendors and individual contractors for services; physical
  space planning; identification of office technology needs and maintenance
  of equipment, software and systems; supporting the organization of
  seminars, conferences and translations).
• Act as leave monitor and maintain
  attendance records for the office. To this end, monitor movement of the
  sections personnel in and outside of RSCE
• Maintain a calendar of appointments of the
  Unit Chief including official visits within and outside RSCE
• Organize and schedule meetings and
  appointments; maintain files of administrative instructions, information
  circulars and other rules and regulations.
• Coordinate distribution of work in the
  office and monitors adherence to the deadlines.
• In charge of reviewing, processing and
  following-up on actions related to administration of the Section
• Consolidate monthly requests for office
  supplies for the section;

• Supports in the day-to-day administration
  of contracts between (he UN and external contractors for outsourced
  services.
• Assist in the audits of the contractors’
  invoices against the goods and services provided by the contractor and
  approved by the UN.
• Support in processing 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: UI grounds passes, property passes, UN parking permits,
  swipe-card access and door keys.
• Carry out other duties as assigned by the
  supervisor.

• The ideal candidate for the UN
  Administrative Assistant job opportunity should hold a High school diploma
  or equivalent is required. Possession of a certificate in business
  administration, finance, or human resources is an advantage.
• Five or more years of progressively
  responsible experience in administration/office management fields (of
  which 2 years are ideally with UN and a high level of demonstrated
  analytical and problem-solving skills).
• Past experience with UN/NGO or other
  International bodies an added asset.

• Cover Letter
• The United Nations Personal History form
  (P-11), download here
• Proof of required academic credentials
  (for external applicants)
• Employment verification letter from most
  recent employer (for external applicants)
• Last two completed Performance Appraisal
  or two Reference Letters for external applicants
• Other: Please State the Reference in the
  Subject of Your Application (Vacancy Announcement Number) – Please See Top
  of Advert

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