Overview
The Administrative Assistant is responsible for supporting the administration of human resource activities, budget and finance, and general administrative duties within the Regional Hub for Central and West Africa.
Key Responsibilities
- Initiates, reviews, processes and follows-up on human resource activities including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation of staff.
- Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices.
- Oversees the maintenance of vacancy announcement files and tracks their status.
- Reviews and processes personnel actions through UMOJA.
- Monitors staffing table and prepares relevant statistical data/charts.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Consolidates budget/work programme with respect to Field presence’s 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, analysing variances.
- Prepares or customizes financial reports from UMOJA system generated reports.
- Co-ordinates with other finance and budget staff on related issues.
- 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.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors; physical space planning; identification of office technology needs and maintenance 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.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
Required Experience
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum number of years of relevant experience is reduced by five (5) years for candidates who possess a first-level university degree. Experience using an Enterprise Resource Planning (ERP) system such as Umoja or similar platforms is required. A minimum of one (1) year or more of experience in data analytics or related area is desirable. Experience working within the United Nations common system or similar international organization is desirable.
Qualifications
A high school diploma or equivalent is required.
