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 and contributes to peace, human rights, and SDGs.

Job Purpose

The Administrative Assistant supports the UNDSS office in East Jerusalem by managing human resources, budget, finance, general administration, and contract administration functions. This includes processing HR actions, responding to staff inquiries, monitoring budgets, preparing financial reports, drafting correspondence, managing assets, and processing contracts and payments. The role ensures consistency with UN rules and procedures, utilizing ERP systems like Umoja and Quantum, and liaises with internal teams and external service providers to facilitate the smooth operation of the office and support the delivery of UN programs.

Responsibilities

Manage human resources administration, including recruitment, placements, performance appraisals, and staff inquiries regarding entitlements and procedures. Monitor staffing tables and generate reports using Umoja. Advise on travel authorizations and review claims. Assist in budget and financial proposal preparation, monitor expenditures, and prepare financial reports. Draft correspondence, coordinate with service units, and manage office logistics. Oversee asset and inventory records, ensuring compliance with UN property management rules. Support contract administration by reviewing agreements, maintaining files, processing invoices, and ensuring timely payments. Process UN forms and permissions for staff, coordinating with UNDP as needed. Perform other related administrative duties to ensure efficient office operations.

Work Experience

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

Skills

Professionalism, Teamwork, Client Orientation, administrative functions (budget, HR, database management), knowledge of UN administrative/financial/HR rules, ERP system proficiency, communication, organization, attention to detail.

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