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Company

Original Job Post

myGwork - LGBTQ+ Business Community · 2 days ago

Administrative Assistant

New York, United States

Full-time

Onsite

Mid, Senior Level

5+ years exp

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Responsibilities

Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit'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.

Reviews entitlements-related claims and reports.

Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.

Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables.

Reviews status of relevant expenditures and compares with approved budget.

Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.

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, individual contractors/consultants, and other non-staff capacities as applicable.

Performs office support and administrative functions to the Partnerships Team and other thematic teams in PBPS.

Drafts routine correspondence and records it in the organizational correspondence system.

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 field.

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 administrative arrangements for seminars, conferences and translations.

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 evaluation and payment of contractors' invoices and monitor payments.

Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff and non-staff as designated by the delegation of authority, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Qualification

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Administrative ServicesFinanceAccountingAuditHuman ResourcesIntegrated Information ManagementEnterprise Resources PlanningERP SystemsSAPSiebelPeopleSoftMeeting OrganizationEvent PlanningFluency in EnglishOrganizingCommunicationRecruitment ManagementAcquisition ProcurementERPPromotional Material CreationOrganizational CommunicationUnited Nations Language

Required

High school diploma or equivalent is required.

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

Experience using integrated information management and enterprise resources planning (ERP) systems, SAP, Siebel, PeopleSoft, or other comparable systems is required.

Experience in coordination/organizing internal and external meetings, workshops, webinars, and events is required.

Fluency in oral and written English is required.