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Company

Original Job Post

myGwork - LGBTQ+ Business Community · 1 day ago

Administrative Assistant

New York, United States

Full-time

Onsite

Mid, Senior Level

5+ years exp

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Responsibilities

Initiates, reviews, processes and follows-up on actions related to the administration of the Office'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 status of vacancy announcements.

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 United Nations Youth Office'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 between approved budgets and actual expenditures, for both the regular budget and extrabudgetary resources.

Prepares or customizes financial reports from Umoja generated reports.

Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Support the office in records management including establishing an updated online filing system using available office channels.

Prepare a comprehensive inventory list of office equipment and furniture and ensure proper and up-to-date stock taking and recording of items issued to personnel.

Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

Assists the Assistant-Secretary General in monitoring their daily calendar, communications with internal and external clients, including senior officials within the UN Secretariat and UN system, Permanent Representatives and Mission Staff, intergovernmental bodies, nongovernmental organizations, government officials, civil society representatives including from youth led and youth-focused organizations, representatives of media, international organizations, etc.

Coordinates extensively with Executive Office and liaises frequently with team members .

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.

Assists 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.

Processes the payment of contractors' invoices and monitors payments.

Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, event passes, property passes, UN parking permits, swipe-card access and door keys.

Qualification

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Administrative ServicesFinanceAccountingAuditHuman ResourcesEnterprise Resource PlanningERP SystemHuman Resources Information SystemUmojaSAPInspiraOracle PeopleSoftBudget PreparationProcurement ProcessesFluency in EnglishFront Office ExperienceStaff SupportManager SupportCommunicationSupportive

Required

High school diploma or equivalent.

A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related field is required.

Experience with using organizational Enterprise Resource Planning (ERP) system and human resources information system, such as Umoja (SAP), Inspira (Oracle PeopleSoft), or similar system is required.

Experience in budget preparation, human resources planning and procurement processes is required.

Fluency in English is required.