UNV Administrative Assistant

Within the delegated authority and under the supervision of the Representative or his/her designated mandated representative(s), the UNV Administrative Assistant will:

• General Administration:
  • Draft routine correspondence;
  • Maintain files of rules, regulations, administrative instructions and other related documentation;
  • Maintain up-to-date work unit files (both paper and electronic);
  • Coordinate extensively with programme units and liaise frequently with internal team members in the field and at headquarters;
• Budget and Finance
  • Review status of relevant expenditures and compares with approved budget;
  • Review requisitions for goods and services to ensure that correct objects of expenditure have been charged and availability of funds;
  • Assist in the preparation of budget performance submissions;
• Human Resources
  • Initiate, process, monitor, review and follow-up on actions related to the administration of the office’s human resource activities (e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, etc.), ensuring consistency in the application of regulations and procedures;
  • Maintains and reviews organizational staffing tables;
• Contract Administration
  • Assist 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;
  • Process the payment of contractor invoices and monitor payments;
  • Prepare and process all UN forms and permissions for contractual and programme unit, section or service UN staff including UN grounds passes, property passes, swipe card access and door keys;
• Any other related tasks as may be required or assigned by the supervisor.ervisor.