Administrative Assistant

The Administrative Assistant supports the Human Resources Unit within the Enterprise Programme Management Section of the Office of Information and Communications Technology. The role involves managing human resource activities, budget and finance input, and general administrative duties to support the digital transformation and operational efficiency of the organization.

Responsibilities

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of OICT staff's human resource activities, ensuring consistency in the application of regulations and procedures.
• Monitors administrative data and records for time and attendance, performance appraisal, training, etc.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; generates and reviews Enterprise Resource Planning (ERP) Umoja reports to maintain staff and consultants staffing tables.
• Tracks vacancies and provides advice on recruitment priorities.
• Performs Hiring Manager functions and assists OICT's hiring managers with Inspira recruitment.
• Provides input of posts resources during the preparation of the Office’s budget proposals and performance reports.
• Supports the development of OICT rate cards providing and validating information regarding posts incumbency status, funding sources, operational org chart.
• Works closely with the Finance and Budget team and is mindful of cross-functional impact of positions actions, particularly those with budgetary implications.
• Prepares, processes and follows-up on administrative arrangements related to the official travel of staff.
• Drafts routine correspondence.
• Maintains up-to-date work unit records of rules, regulations, administrative instructions and other related documentation.
• Coordinates extensively with service units and liaises frequently with internal team members.
• Performs other related administrative duties, 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.
• Serves as cross-functional backup of the Contractual Services Management Assistant.

Requirements

• 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.
• The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher.
• Experience in staff administration using Enterprise Resource Planning (ERP) systems such as Umoja, SAP or equivalent is required.
• Experience with an ERP requisitioning tool and purchase orders is desirable.
• Experience analyzing HR data, including personnel cost analysis, workforce metrics, and staffing trends to support organizational planning and resource management is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Enterprise Resource Planning
• Umoja
• SAP
• ERP Requisitioning
• Purchase order
• HR Data Management
• Workforce Metrics
• Staffing Trends
• Budget Management
• Resource Management
• Personnel Cost Management

Languages

English