Career Opportunities at The United Nations

Associate Administrative Officer Job Responsibilities

Human Resource Management

• Undertakes actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Provides information on unit’s staffing needs for inclusion in department’s staffing table.

Budget and Finance

• Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
• Using Umoja, monitor budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.
• Supports the implementation of procedures and systems for implementing the appropriate financial database.
• Follow-up pending entitlements, payments and claims.
• Contributes to the development of budgetary guidelines for own unit.

General Administration

• Supervises support staff as required.
• 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 and the identification of office technology needs and maintenance of equipment, software (Umoja) and systems).

Qualifications for the Associate Administrative Officer Job

• Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, social studies or related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
• A minimum of two years of progressively responsible experience in administration, finance, accounting, human resources management or related area is required. UN field mission experience or other international field experience is desirable.
• English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other UN language is an advantage

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Procurement Assistant Job Responsibilities

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
• Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotations) based on the nature of requirements and cost of procurement involved.
• Prepares abstracts of offers and compiles data contained in u, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official
• Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action etc.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.

Qualifications for the Procurement Assistant Job

• High school diploma or equivalent is required. A certificate or procurement or Contract management training is desirable.
• A minimum of five (5) years of progressively responsible experience in procurement, administrative services or related area.
• French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; knowledge of French is desirable; knowledge of another UN official language is desirable.

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Administrative Assistant Job Responsibilities

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
• Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotations) based on the nature of requirements and cost of procurement involved.
• Prepares abstracts of offers and compiles data contained in u, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official
• Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action etc.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
• Drafts routine correspondence.
• Perform other duties as assigned.

Qualifications for the Administrative Assistant Job

• High school diploma or equivalent is required. A certificate or procurement or Contract management training is desirable.
• A minimum of five (5) years of progressively responsible experience in procurement, administrative services or related area.
• French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; knowledge of French is desirable; knowledge of another UN official language is desirable.
• Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.