ADMINISTRATIVE ASSISTANT, G5
Overview
The Administrative Assistant will be responsible for supporting the Income Tax Unit of the Payroll and Accounts Payable Section with human resources management, budget and finance, and general administration.
Key Responsibilities
- Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Unit’s human resource activities.
- 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.
- Maintains and reviews organizational staffing tables; prints and reviews reports.
- Monitors the status of expenditures and allotments through Umoja, records variations, updates budget tables, drafts cost plan, keeps abreast of various coding blocks and assists the Unit’s management on budget, allotment, and preparation of bills for service receivers’ entities.
- Reviews the status of relevant expenditures and compares with approved budget.
- Reviews requisitions for goods and services.
- Assists in the preparation of budget performance submissions.
- Prepares statistical tables and standard financial reports.
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
- Drafts routine correspondence.
- Maintains files of rules, regulations, administrative instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the overseas UN offices.
- Performs other related administrative duties, as required.
Required Experience
Five 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) for candidates who possess a first-level university degree or higher. A minimum of one year of experience focused on transactional-based finance-related activities including US income tax processing is required. Experience in the use of Enterprise Resource (ERP) systems, such as Umoja, SAP, or equivalent is required. Experience working with the United Nations or a large international organization's systems and procedures is desirable. Experience with staff rules and regulations including entitlements and financial regulations, rules, and procedures of the United Nations or similar international organization is desirable.
Qualifications
High school diploma or equivalent is required.