Administrative Assistant

Organizational Context

The Administrative Section, within the Department of Operational Support, provides essential administrative and facilities management services for UN Headquarters. This includes managing leases, property, and support for various UN entities. The Department of Operational Support offers operational advisory services across the Secretariat, ensuring efficient functioning of physical facilities and assets at UN Headquarters in New York.

Job Purpose

This role supports the Administrative Section in managing contracts, particularly lease agreements, for outsourced services at UN Headquarters. The incumbent will monitor contracts, audit invoices, process payments, and assist with contract renewals. Responsibilities also include supporting budget and finance functions, such as preparing cost plans, monitoring expenditures, and generating financial reports. Additionally, the position involves coordinating office space arrangements, advising on rental charges, and providing general administrative support to the Chief of Section, including supervising junior staff. The purpose is to ensure efficient and effective administrative operations related to facilities and commercial activities.

Responsibilities

Administer contracts, focusing on lease agreements, by monitoring terms, expiration dates, and contractor invoices. Process payments, analyze expenditures against budgets, and assist in drafting correspondence for contract renewals with the Procurement Division. Support budget and finance operations by assisting with resource requirements, preparing cost plans, monitoring expenditures, and analyzing budget performance variances. Prepare financial reports from the Umoja system. Coordinate office space management by compiling tenant information, preparing summary spreadsheets of space arrangements, and advising on rental charges. Provide comprehensive administrative support to the Chief of Section, including drafting correspondence, maintaining records, and assisting with recruitment. Supervise and guide junior administrative staff.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, or a related field is required. This is reduced to five years with a first-level university degree. Experience with MS Office (Word, Excel), ERP systems (like Umoja or SAP), contract administration, and expenditure monitoring is essential. Experience with IPSAS and ERP in real estate/lease administration is desirable.

Skills

Professionalism, Contract Administration, Expenditure Monitoring, Budgeting, Financial Reporting, Data Analysis, Planning and Organizing, Communication, MS Office Proficiency, ERP System Proficiency (Umoja/SAP), Lease Administration.

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