Administrative Assistant at UN-Habitat

Responsibilities

• Human Resources Management Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training ; 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; prints and reviews related reports. Budget and Finance
• Monitors status of expenditures and allotments, 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 (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports. 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 

Education

• Completion of high school diploma or equivalent is required.

Job - Specific Qualification

• Further qualification in business administration, human resources, finance, programme/project management support or related areas is desirable.

Work Experience

• A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree.
• Experience with an Enterprise Resource Planning (ERP) is required.
• Experience with the United Nations system and/or similar international organization is desirable.
• Experience with an online recruitment-based system (Inspira or similar) is desirable. Experience with SAP/Umoja is desirable. A minimum of one (1) year or more of experience in data analytics or related area is desirable.