Administrative Assistant

vor 2 Wochen

Bonn, Deutschland United Nations Vollzeit

This position is located in the United Nations Global Geodetic Centre of Excellence (UN-GGCE) of the Department of Economic and Social Affairs (DESA) in the UN Campus, Bonn, Germany. The Administrative Assistant reports to the Head of the Centre.

The Centre’s overarching goal is to assist Member States and geodetic organizations to coordinate and collaborate to sustain, enhance, access and utilize an accurate, accessible and sustainable Global Geodetic Reference Frame (GGRF) to support science, society and global development. The objective is to support, within available resources, the implementation of General Assembly resolution 69/266 entitled ‘A Global Geodetic Reference Frame for Sustainable Development’.

**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
- Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.

Budget and Finance
- Monitors status of expenditures and allotments through IMIS, 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.

General Administration
- 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 files (both paper and electronic).
- Coordinates extensively with service units and liaises frequently with internal team members at the Centre and in the Statistics Division.
- 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.
- Prepares and processes all UN forms and permissions for contractual and work, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Performs other duties as and when required.

Competencies
- 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.
- 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience
A minimum of five years of experience in finance, budget, accounting, audit, human resources, administrative services or related area is required.

Experience in scientific or technical organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this post advertised, fluency in oral and written English is required. Knowledge of

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