ADMINISTRATIVE ASSISTANT

Organizational Context

This Administrative Assistant position is within the Office of the Under-Secretary-General of the Department of Operational Support (DOS) in Brindisi, Italy. The role reports to the Chief of the Environment Section, contributing to the operational and administrative functions of the department.

Job Purpose

The Administrative Assistant is responsible for providing comprehensive administrative support within the Department of Operational Support (DOS). This includes managing human resources actions, monitoring budgets and financial expenditures, and handling general administrative tasks such as travel arrangements and correspondence. The role also supports the coordination of the DOS Environment Strategy and related initiatives, manages contracts with external vendors, and ensures the smooth operation of office services. The purpose is to ensure efficient and effective administrative operations, facilitating the achievement of the department's objectives and supporting staff within the unit.

Responsibilities

Manage human resources activities including recruitment, performance appraisals, and staff guidance. Oversee budget and finance functions, monitoring expenditures, processing requisitions, and assisting with budget performance reports. Handle general administration, including travel arrangements, drafting correspondence, preparing reports, and coordinating meetings. Support the planning and implementation of the DOS Environment Strategy and manage communication within the environmental community of practice. Administer contracts with external service providers, audit invoices, process payments, and manage staff access and permits. Maintain essential records, files, and coordinate with various service units and internal teams.

Work Experience

A minimum of five years of progressively responsible experience in administrative services, finance, human resources, or a related field is required. This is reduced to three years for candidates with a university degree. Experience in drafting correspondence, preparing reports, and using project management applications is desirable.

Skills

Professionalism, Teamwork, Client Orientation, Human Resources Management, Budget and Finance Administration, General Administration, Contract Administration, Communication, Organization, Interpersonal Skills.

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