ADMINISTRATIVE ASSISTANT

Organizational Context

The Department of Safety and Security (UNDSS) globally leads and supports the UN Security Management System, enabling UN programs in challenging environments. This role is within the UNDSS Israel and Occupied Palestinian Territories office in East Jerusalem, reporting to the Administrative Officer. It offers valuable experience contributing to peace, security, and SDGs.

Job Purpose

The Administrative Assistant provides crucial support to the UNDSS office in East Jerusalem, reporting to the Administrative Officer. This role is vital for the effective functioning of the office by managing human resources actions, processing financial transactions, overseeing budgets, and handling general administrative tasks. The position ensures compliance with UN rules and procedures, supports procurement activities, manages assets, and processes essential documentation for UN staff. By maintaining efficient administrative operations, the Administrative Assistant directly contributes to the safe and effective delivery of UN programs and activities in a complex operational environment, aligning with UNDSS's mission to provide trusted security leadership and solutions.

Responsibilities

Manage human resources activities, including recruitment, placements, performance appraisals, and staff training, ensuring adherence to UN rules and utilizing the Umoja ERP system. Provide information and advice to staff on entitlements and administrative procedures. Monitor staffing tables and generate reports for management. Advise on and process travel authorizations and claims. Assist in preparing and reviewing financial and HR proposals, monitor expenditures against budgets, and prepare financial reports. Draft correspondence, coordinate with service units and internal teams, and perform other administrative duties such as managing travel programs, vendor payments, and office technology needs. Oversee asset and inventory management, ensuring compliance with UN property rules. Support contract administration by reviewing agreements, maintaining files, processing invoices, and ensuring timely payments. Process UN forms and permissions for staff, including grounds passes and visas.

Work Experience

A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, or procurement is required (reduced to five years with a university degree). At least two years of experience in financial management, payment, budgeting, and accounting is required. Two years of experience in contract management and procurement is also required. Experience with ERP systems like Umoja or Quantum is desirable.

Skills

Professionalism, Teamwork, Client Orientation, administrative functions, budget/work programme management, human resources administration, database management, UN financial and HR rules, communication, problem-solving, attention to detail, organizational skills, ERP system proficiency.

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