Administrative Assistant

The Administrative Assistant works under the overall guidance of the Head of the Resident Coordinator Office (RCO) in Antananarivo, Madagascar. The role involves managing the front office, supporting human resources management, budget and finance, general administration, and contract administration to ensure effective and efficient functioning of the UN Resident Coordinator's Office.

Responsibilities

• Manage the UN Resident Coordinator's front office ensuring effective and efficient functioning, confidentiality, and protocol adherence.
• Maintain the Resident Coordinator's calendar, arrange appointments and meetings, and manage information flow and follow-up on deadlines.
• Manage missions and representation schedules including travel arrangements, approvals, and security clearances using ERP UMOJA system.
• Prepare briefing packs for meetings and events in coordination with the RCO team.
• Coordinate the Resident Coordinator's movements within the city with the RCO driver.
• Maintain and update high-level partner contact lists and relevant emailing lists.
• Prepare correspondence, directives, and comments on behalf of the Resident Coordinator ensuring correctness and proper formatting.
• Screen all incoming calls and correspondence.
• Provide backup support to other administrative assistants in human resources management, budget and finance, and general administration tasks.
• Initiate, review, process and follow-up on human resource activities such as recruitment, placement, promotion, performance appraisal, and training.
• Respond to staff enquiries regarding entitlements, administrative procedures, and conditions of service.
• Oversee maintenance of vacancy announcement files and process personnel actions through ERP UMOJA.
• Monitor staffing tables and prepare relevant statistical data and charts.
• Assist in preparation and review of financial and human resource proposals and budgets.
• Monitor expenditures against approved budgets and prepare adjustments as necessary.
• Assist managers in elaborating resource requirements for budget submissions and prepare budget performance reports.
• Prepare or customize financial reports from ERP system generated reports and coordinate with finance and budget staff.
• Draft routine correspondence related to administrative, financial audit, and personnel matters.
• Coordinate with service units and liaise with internal team members at Headquarters and in the field.
• Perform other related administrative duties including travel programme management, vendor payments, office technology maintenance, and event coordination.
• Assist with day-to-day administration of contracts with external contractors including invoice audits and payment processing.
• Prepare and process UN forms and permissions for contractual and work unit staff.
• Assist with data collection, analysis, and preparation of presentations and reports for information sharing and decision making.
• Assist with updating information materials such as web pages or brochures.
• Perform other duties as assigned.

Requirements

• Bachelor's degree or equivalent experience in administration or related field.
• Minimum of 3 years of progressively responsible experience in administrative support, office management, or related area.
• Experience with United Nations administrative, financial and human resources rules and regulations is desirable.
• Ability to perform a broad range of administrative functions including budget/work programme, human resources, and database management.
• Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
• Ability to perform analysis, modeling and interpretation of data in support of decision making.
• Proven ability to maintain confidentiality and handle sensitive information.
• Strong organizational and planning skills with ability to manage multiple tasks and priorities.
• Excellent communication skills in English and French.
• Proficiency in using ERP systems such as UMOJA for personnel and financial management.
• Experience in preparing correspondence, reports, and briefing materials.
• Ability to coordinate with multiple stakeholders including UN agencies and external partners.
• Competency in client orientation and teamwork.

Skills

• Administrative Support
• Office Management
• United Nations Administrative Rules
• Knowledge of UN Financial Rules
• United Nations Human Resources Rules
• Budget Management
• Work Programme Management
• Human Resources Management
• Database Management
• Data Analysis
• Data Modeling
• Confidentiality Management
• Organizational Planning
• Task Prioritization
• English Communication Skills
• French Communication
• ERP Systems
• Umoja
• Report Preparation
• Briefing Material Preparation
• Stakeholder Coordination

Languages

English, French