SVI-169] Administrative Assistant [temporary]

Job title: SVI-169] Administrative Assistant [temporary]

Company: United Nations

Job description: This position will be temporarily vacant for a period of six months. This position is located in the General Services Section, Division of Administration. The Administrative Assistant will report to the Chief of the General Services Section.**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Budget and Finance
– Assists in preparing and reviewing 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, analyzing variances between approved budgets and actual expenditures
– Prepares or customizes financial reports from UMOJA system generated reports.
– Coordinates with other finance and budget staff on related issues during the preparation of budget reports.General Administration
– Drafts routine correspondence to respond to inquiries regarding the relevant administrative, financial audit, and personnel matters.
– Coordinates extensively with service units and frequently liaises with internal team members both at Headquarters and in the field.Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors forservices; physical space planning; identification of office technology needs andmaintenance 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.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.Competencies
– 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
Third level studies or a first-level university degree (Bachelor’s degree or equivalent) is desirable.Work Experience
At least seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.A minimum of 4 years of project management or related field is desirable.Experience with the financial or procurement functions of an ERP system such as SAP, Oracle or similar is required.Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in English and Spanish is required. Knowledge of another official United Nations language is an advantage.NOTE: Fluency – equals a rating of “fluent” in all four areas (speak, read, write and understand).Assessment
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.Special Notice
– This position will be temporarily vacant for a period of six months.
– While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.United Nations ConsiderationsDue 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 pri

Expected salary:

Location: Santiago, Región Metropolitana

Job posting date: Sun, 21 Jul 2024 22:59:55 GMT

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