Administrative Assistant

The Administrative Assistant provides administrative support in human resources, budget and finance, general administration, and contract administration within the United Nations Office for Disaster Risk Reduction's Sub-regional Office for the Pacific in Suva. The role involves processing HR actions, assisting with budget monitoring, organizing events, and managing contracts and payments.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding 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.
• Reviews and processes personnel actions through IMIS.
• 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 Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Provides administrative and logistical support for the organization and coordination of conferences, workshops, meetings and training activities, including official travel arrangements, related documentation and follow-up.
• Provides administrative support for procurement and low-value acquisition processes.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Performs other related administrative duties, as required (e.g., supports grants and agreement process, monitors and maintains up-to-date inventory records for office equipment and furniture).
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Verifies and processes payments to vendors for goods and services, as well as to consultants and individual contractors, in accordance with applicable UN procedures.
• Processes the 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, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Requirements

• High school diploma or equivalent is required.
• Seven (7) 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 five (5) for candidates who possess a first-level university degree or higher level degree.
• One (1) year of experience in data analytics or related area is desirable.
• Experience in the United Nations or similar international organisation is desirable.
• English is required at UN Level III for reading, writing, listening and speaking.
• Either Arabic, Chinese (Mandarin), French, Spanish or Russian is desirable at UN Level I for reading, writing, listening and speaking.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Data Analytics
• Budget Monitoring
• Contract Administration
• Event Organization
• HR Actions Processing
• Payment Management

Languages

English, Arabic, Chinese (Mandarin), French, Spanish, Russian