Administrative Assistant, DECI/SEC, G5

Global Roles; Genf; Hybrid; CHF 60.000 - 80.000; Vollzeit

Zusammenfassung

Global Roles is seeking an Administrative Assistant to support the Sector and Enterprise Competitiveness Section with HR, budget and contract administration, and general operations.

The role handles processing administrative actions, monitoring expenditures, coordinating travel, and liaising with internal and external stakeholders to ensure smooth unit operations.

Qualifikationen

• Five years of experience in administrative services, finance, HR, or related area.
• Experience in the UN common system is desirable.
• Experience using an ERP system is desirable.
• English and French at UN Level III for reading, writing, listening, and speaking.

Aufgaben

• Initiates, processes, monitors and follows-up on actions related to the administration of the unit’s human resource activities.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, in electronic systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff on administrative procedures and liaises with central services.
• Monitors expenditures and budget through ERP and related portals; prepares budget reports.
• Prepares statistical tables and standard financial reports.
• Arranges official staff travel and related documentation.
• Maintains up-to-date work unit files and coordinates with service units.

Kenntnisse

Administrative Services

Budget Management

Financial Accounting

Audit Procedures

Human Resources Management

Contract Administration

ERP System Experience

Travel Coordination

Expenditure Monitoring

Stakeholder Liaison

Ausbildung

High school diploma or equivalent

University degree preferred

Tools

ERP System

UN ERP Modules

Jobbeschreibung

The Administrative Assistant supports the Sector and Enterprise Competitiveness Section by managing human resources, budget and finance, general administration, and contract administration tasks. The role involves processing administrative actions, monitoring expenditures, coordinating travel arrangements, and liaising with internal and external stakeholders to ensure smooth operations within the unit.

Responsibilities

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables.
• Monitors status of expenditures and allotments through UMOJA or the Projects Portal, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, e.g., operational travel programme; overseeing the Section credit card, monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all ITC forms and permissions for contractual and work Section staff.

Requirements

• High school diploma or equivalent.
• Five years (3 years with a university degree) of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• Experience in the UN common system is desirable.
• Experience using an ERP system is desirable.
• English and French at UN Level III for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Budget Management
• Financial Accounting
• Audit ProceduresHuman Resources Management
• Contract Administration
• ERP System Experience
• Travel Coordination
• Expenditure Monitoring
• Stakeholder Liaison

Languages

English, French