This role is for an Administrative Assistant (G6) operating within the limits of delegated authority at the United Nations Support Office in Somalia (UNSOS). The successful candidate will be responsible for providing high-level administrative support across various functional areas, including budget and finance, contract administration, human resources management, and general administration.
Responsibilities
Budget and Finance
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Consolidates the budget/work programme concerning the Headquarters' budget, trust funds, grants, and procurement.
- Monitors expenditures and compares them with the approved budget, preparing adjustments as necessary.
- Assists the supervisor when required in the elaboration of resource requirements for budget submissions.
- Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
- Coordinates with other finance and budget staff on related issues during the preparation of budget reports.
Contract Administration
- Assists with the day-to-day administration of contracts between the section/unit and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor as and when required.
- Processes the payment of contractors' invoices and monitors payments.
- Prepares and processes all forms and permissions for contractual and work Unit, Section or Service staff, including: UN grounds pass, property passes, UN parking permits, swipe-card access, and door keys.
Human Resources Management
- Initiates, reviews, processes, and follows-up on actions related to the administration of the section's/unit's human resource activities (e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc.), ensuring consistency in the application of UN rules and procedures.
- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of the status of vacancy announcements.
- Monitors staffing table and prepares relevant statistical data/charts.
General Administration
- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, and personnel matters.
- Coordinates extensively with service sections/units and liaises frequently with internal team members in the field mission.
- 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; 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.
- Performs other duties, as required.
Qualifications and Experience
Education
High school diploma or equivalent is required (KCSE).
Work Experience
- A minimum of seven (7) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, human resources, or a related area is required.
- The minimum year of relevant experience is reduced to five (5) years for candidates who possess a first level university degree or higher.
- Experience with Enterprise Resource Planning (ERP) and finance systems such as Umoja is desirable.
- Experience with integrated business processes, analytics and reporting is desirable.
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