The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political missions, Agencies, Funds and Programmes of the UN system worldwide. This position is located in the Cost Recovery and Coordination Service (CRCS) within the Office of the Chief OOC of the Service for Geospatial, Information and Telecommunication Technologies (SGITT) at UNGSC/UNICTF, Valencia, Spain. The incumbent will report to the Chief CRCS or other designated officer.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Budget and Finance
• Monitors status of expenditures and allotments through SAP Enterprise System, such as Umoja, records variations, updates budget tables. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • 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. • 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. • Assists with visualizations and updating information material such as web pages or brochures.
General Administration
• Collects information from the Technical sections for the preparation of the billing documents. • Assists in the funding recovery process regarding the entities receiving services from SGITT at UNGSC. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence. • 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.
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. • Assists in processing the payment of contractors’ invoices and monitor payments.
Human Resources Management
• 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. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
High school diploma or equivalent is required.
Certification in ITIL v4 is desirable. Microsoft Power BI Data Analyst Associate or any other certificate regarding use of reporting tools similar to Microsoft Power BI is desirable. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
A minimum of five (5) years of working experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience in working in the United Nations or similar international organization is desirable. Experience in cost recovery process is desirable. Experience in data analytics or related area is desirable.