ADMINISTRATIVE ASSISTANT- UNEP, Riyadh, KSA
This position is located in Riyadh, the Kingdom of Saudi Arabia. Under the overall supervision of the Saudi Environment Sustainability Programme Manager and the direct supervision of Administrative Officer, the incumbent will be responsible for the following duties:
Responsibilities
General Administration:
•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 at Headquarters, Regional Office 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 seminars, conferences and translations).
•May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Human Resources Management:
•Initiates, reviews, processes and follows-up on actions related to the administration of the unit'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, conditions of service, and entitlements under the Staff Rules and Regulations.
•Monitors staffing table and prepare relevant statistical data/charts, organigram, including time and attendance reports.
Budget and Finance:
•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 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 •Prepares or customizes financial reports from Umoja system generated reports.
•Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
Contract Administration:
•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 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.
Competencies
PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to administration, human resources or finance and budget; Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units; Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
Completion of high school diploma or equivalent is required. Supplemental training in business administration, writing skills, finance, accounting and human resources or related areas is desirable. Good computer skills in Windows, and other computer applications such MS Outlook, SAP, Word Processing, Power Point, Access, and Excel are desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
Work Experience
A minimum of Seven (7) years of experience in general programme, administration, finance, accounting, audit, human resources or related area is required.
Prior experience in international organizations at country and regional level is desirable.
Experience in Enterprise Resource Planning Systems particularly Systems Applications and Products (SAP) is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required.
Apply here:
https://careers.un.org/lbw/jobdetail.aspx?id=165765
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