ADMINISTRATIVE ASSISTANT

Organizational Context

The UN Secretariat's reform aims to enhance the effectiveness of the UN Development System in achieving the 2030 Agenda. UN Resident Coordinator Offices (UN RCOs), led by empowered UN Resident Coordinators, support countries in reaching development priorities and SDGs. This Administrative Assistant role is based in the UN RCO in Port Moresby, Papua New Guinea, reporting to the Head of the RCO.

Job Purpose

This Administrative Assistant role supports the UN Resident Coordinator's Office in Port Moresby, Papua New Guinea, as part of the UN's global reform to improve development system efficiency. The incumbent will manage human resources activities, including recruitment and staff support, and oversee personnel actions. Responsibilities extend to budget and finance administration, including proposal preparation, expenditure monitoring, and financial reporting. The role also involves general administrative support, contract administration for outsourced services, and potentially guiding junior staff. Additionally, the position serves as the office's security focal point, contributing to the overall operational effectiveness and support of the UN's mission in the country.

Responsibilities

Manage human resources functions, including initiating, processing, and following up on recruitment, placements, promotions, and staff training, ensuring adherence to UN rules. Provide information and guidance to staff on entitlements and administrative procedures. Oversee vacancy announcements and process personnel actions. Monitor staffing tables and prepare statistical data. Assist in budget preparation, review financial and HR proposals, and monitor expenditures against approved budgets. Prepare financial reports and coordinate with finance staff. Draft routine correspondence and respond to inquiries on administrative, financial, and personnel matters. Coordinate with service units and internal teams. Perform general administrative duties such as managing travel programs, vendor payments, office space planning, and IT needs. Organize and coordinate seminars and conferences. Potentially supervise junior staff. Assist in data collection, analysis, and report preparation. Serve as the office's security focal point. Administer contracts with external service providers, audit invoices, process payments, and manage UN forms and access permissions.

Work Experience

A minimum of seven years of progressive experience in administrative services, finance, accounting, audit, or human resources is required. Experience with an ERP system (e.g., Umoja) is desirable. Experience with the UN or a similar international organization is desirable. One year or more of experience in data analytics is also desirable.

Skills

Professionalism, Planning and Organizing, Client Orientation, Human Resources Management, Budget and Finance Administration, General Administration, Contract Administration, Data Analysis, Interpersonal Skills, Communication Skills.

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