Initiate, review, process and follow-up on actions related to the administration of the Resident Coordinator Office (RCO) human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, visas and residency etc., ensuring consistency in the application of UN rules and procedures.
Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Monitor staffing table and prepare relevant statistical data/charts, including for UNDSS staff lists. Acts as fire warden for the Resident Coordinator Office (RCO).
BUDGET AND FINANCE:
Assist in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Resident Coordinator Office (RCO) budget and procurement.
Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
Assist managers in the elaboration of resource requirements for budget submissions.
Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
Assist in the management and reporting of the Resident Coordinator Office (RCO) petty cash.
Co-ordinate with Headquarters and Regional finance and budget staff on related issues during preparation of budget reports.
SUPPORT TO THE UN OPERATION MANAGEMENT TEAM (OMT):
Support the Chair of the OMT, under the guidance of the Resident Coordinator Office (RCO) Team Leader, to plan Operational Management Team (OMT) meetings, keep minutes of the meetings, track follow up on actions, and prepare brief notes for updates to the UN Country Team (UNCT).
Support the Chair of the Operational Management Team (OMT) and the Resident Coordinator Office (RCO) Team Leader to plan and implement corporate operational surveys.
GENERAL ADMINISTRATION AND IT SUPPORT:
Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
Manage the Resident Coordinator Office (RCO) IT requirements, including identification of office technology needs and maintenance of equipment, software and systems.
Performs other related administrative duties, as required (e.g., asset management, back up driver, operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; organizing and coordinating seminars, conferences and translations).
Act as a focal point for Umoja requisitioner and petty cash custodian for the Country Office
May be responsible for guiding, training, and supervising the work of more junior General Service staff.
CONTRACT ADMINISTRATION:
Provide operational coordination and administrative services in Enterprise Resources Planning (ERP known as Umoja in the UN), to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors
Review and prepare requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders
Coordinate with day-to-day administration of contracts between the UN and external contractors for goods and services
Maintain internal files and relevant documentations for procurement activities
Inspect and receipt goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities
Process the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance
Prepare and process 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: 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 United Nations administrative, financial and human resources rules and regulations in work situations. 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.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school diploma or equivalent is required. Training in administration or computer sciences is 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.
Work Experience
A minimum of seven (7) years of progressively responsible experience in administrative services, IT, finance, accounting, audit, human resources or related area is required.
Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.
Work experience with Information Technology systems is desirable.
https://www.naukrigulf.com/administration-assistant-jobs-in-riyadh-saudi-arabia-in-client-of-united-nation-careers-1-to-2-years-n-cd-10051009-jid-111121500429
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