Administrative Assistant

Org. Setting and reporting

This position is located in the united nations alliance of civilizations (unaoc) office in new york, usa. Unaoc is a united nations entity that builds bridges between societies, promotes dialogue and understanding, and seeks to forge the collective political will required to accomplish these tasks. Unaoc works as a convener and facilitator to bring all sectors of society together to strengthen intercultural and interreligious dialogue to diminish hostility, and promote mutual respect and harmony among the people and cultures of the world.

Unaoc's activities are fashioned around the five pillars of education, youth, migration, media, and women as peace mediators in identity-based settings. The administrative assistant will report to the head of the administration unit, under the overall supervision of unaoc director.

Responsibilities

Within limits of delegated authority, the administrative assistant will be responsible for the following duties: human resources management:
• initiates, reviews, processes and follows up on actions related to the administration of the unit's human resource activities, e.g., leave and attendance records, timesheets, travel arrangements, expense statements, telecommunication charges, equipment purchase, service and supply requisitions, conference room bookings, etc., ensuring consistency in the application of united nations' (un) rules and procedures.
• responds to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices. Provides office orientation to new unaoc personnel.
• oversees the maintenance of job opening files and keeps track of status of job openings. Reviews and processes personnel actions through umoja.
• monitors staffing table and prepares relevant statistical data/charts. Budget and finance:
• assists in the preparation and review of general office budget requirements.
• monitors expenditures and compares with approved budget.
• co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General administration:
• drafts routine correspondence when requested by unaoc director to respond to inquiries in respect to relevant administrative matters.
• 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; provides logistical support to unaoc corporate events, assists in organizing and coordinating seminars, and conferences).
• assists unaoc director 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, updates unaoc directories and files all office documentation and publications. Contract administration:
• assists with day-to-day administration of contracts between the un and external contractors for outsourced services; tracks publications as well as maintains an inventory of durable equipment and supplies. Compiles and analyzes basic data from a variety of sources, summarizing and presenting conclusions for review by manager.
• audits contractors' invoices against the goods and services provided by the contractor and approved by the un.
• initiates payment process of contractors' invoices and monitor payments.
• prepares and processes all un forms and permissions for contractual and work unit, section, or service for un staff, including: un grounds passes, property passes, swipe-card access and door keys.
• performs other duties as assigned.

Competencies

* professionalism: ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various un administrative, financial and human resources rules and regulations in work situations. Ability to perform analysis, modelling and…