UNOWAS recrute 01 Assistant Administrative

UNOWAS recrute 01 Assistant Administrative

Responsibilities

Under the general supervision of the property Management Officer the incumbent will perform the following responsibilities:

General Administration

• Provides guidance to mission and/or subordinate staff. May provide assistance in reviewing host country agreements, budget agreements, or contributions for grants or other activities within assigned areas; Identifies and reports issues/problems as they arise, and recommends appropriate actions;
• Coordinates regularly with service units and liaises as needed with internal team members both at the mission and in outstations;
• Conducts physical inspections and quality control of mission United Nations Property to ensure that all items are accounted for and in serviceable condition;
• Assist stakeholders in preparation of equipment write-offs and processing of write-off cases through relevant property survey boards;
• Maintains on a daily basis accurate and auditable property records in electronic inventory management system for property control and accountability in conformance with administrative instructions, guidelines, manuals and SOPs;
• Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conference and translations).

Human Resources Management

• Perform various actions related to the administration of the work unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., consistently applying UN rules, regulations, policies and procedures;
• Liaises with central administration/executive services as required;
• Maintains vacancy announcement files and updates track vacancy announcement; Prepares personnel actions through the UN’s current electronic tools, e.g. Umoja;
• Provides advice and answers general queries on classification procedures and processes;
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulation;
• Monitors assigned staffing tables for variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance:
• Provides assistance in the preparation and development of the office’s work program and budget;
• Assists in monitoring the budget/work program with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocations of resources and implements the reallocations as necessary;
• Collects data from relevant databases and assist in preparation of financial reports; Provides assistance in the review, and preparation of the medium-term plan its revisions; Reviews and assist in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements for the mission including programmatic aspects; monitors compliance with the
• medium-term plan and other legislative mandates; May assist managers in the elaboration of resource requirements for budget submission;
• Monitors budget implementation/expenditures and records reallocation of funds as necessary; Reviews requisitions for goods and services to confirm (a) that correct objects code of expenditure have been charged, and (b) availability of funds;
• Monitors extra-budgetary resources, in line with agreements and cost plans with special attention given to regulations and rules and established policies and procedures;
• Assists in the preparation of budget performance submissions;
• Assists in finalization of budget performance reports with attention given to variances
• between approved budgets and actual expenditures.

Job requirements

• High school diploma or equivalent is required.
• Technical training in Finance, Budget, Human Resources Management, Administration, Property Management or related area is desirable.
• At least five (5) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or related area is required. The minimum years of relevant experience is reduced to tree (3) years for candidates who possess a first-level university degree or higher.
• Experience in Property Management is desirable.
• Solid computer skills including proficiency in word processing and spreadsheets is required.
• Specific knowledge of the UN administrative electronic tools, such as UMOJA or ERP is desirable.
• Experience working at a UN field mission or UN Agencies in this capacity is desirable.
• Familiar with function-related provisions of United Nations Rules, Regulations, Manuals and Policies is desirable.
• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required.
• Working Knowledge of English is desirable.

Closing date: 07 October 2023

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