Administrative Assistant Vacancy-Job Ref: JKBIUN/1711/202083

Administrative Assistant Vacancy-Job Ref: JKBIUN/1711/202083

Bujumbura (Burundi)

JOB DESCRIPTION
ORG. SETTING AND REPORTING
The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs.
This position is located in the Resident Coordinator’s Office, and reports to the Resident Coordinator Team Leader.
Within delegated authority, the Administrative Assistant will be responsible for the following duties

RESPONSIBILITIES
Human Resources Management
· Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., 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.
· 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.
· Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Enterprise Resources Planning (ERP – known as Umoja in the UN).
· Monitors staffing table and prepare relevant statistical data/charts.
Budget and Finance
· Assists in the preparation and review of 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 Enterprise Resources Planning (ERP – known as Umoja in the UN) system generated reports.
· Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
· Prepare monthly budget tracking reports for the RCO.
General Administration
· Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
· Coordinates extensively with service units and liaises frequently 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 for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
· Acts as a focal point for Umoja requisitioner and petty cash custodian for the Country Office.
· May be responsible for guiding, training, and supervising the work of more junior General Service staff.
· Provides substantive and practical support to the RC in ensuring integrated and coherent functioning, including through effective organization and management of logistical and substantive aspects of meetings and prepare written summaries and conduct follow-up activities, as appropriate.
· Ensures that work programmes and programmed activities are carried out in a timely fashion, coordinating diverse initiatives in the RCO, and, in liaison with other organizations of the United Nations System, donors and agencies as appropriate.
Contract Administration/Procurement
· Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
· Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
· Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services.
· Maintains internal files and relevant documentations for procurement activities.
· Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities.
· Processes the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance.
· 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
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
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.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

EDUCATION
High school diploma or equivalent is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

WORK EXPERIENCE
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.

LANGUAGES
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required. Knowledge of English is desirable. Knowledge of another official United Nations language is an advantage.
NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

ASSESSMENT
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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