ADMINISTRATIVE ASSISTANT

Organizational Context

The UN Resident Coordinator Offices (UN RCO) are integral to the UN Development System's reform, supporting countries in achieving development priorities and the SDGs. Operating under an empowered UN Resident Coordinator, these offices are part of the Development Operations Coordination Office (DCO) within the UN Secretariat. This role is situated within the UN RCO in Guinea, reporting to the Head of the Office, and contributes to the UN 2.0 shift.

Job Purpose

The Administrative Assistant provides essential support to the UN Resident Coordinator's Office in Guinea, contributing to the effective functioning of the UN Development System at the country level. This role is crucial for facilitating the achievement of national development priorities and the Sustainable Development Goals (SDGs) as part of the broader UN reform. The position involves managing a range of administrative, human resource, financial, and contractual tasks, ensuring compliance with UN rules and procedures. By handling daily operational activities, the Administrative Assistant enables the Resident Coordinator and the office to focus on strategic coordination and program delivery, thereby supporting the acceleration of the 2030 Agenda and embodying the UN 2.0 vision.

Responsibilities

Manage human resource activities, including recruitment, processing personnel actions, and responding to staff inquiries regarding entitlements and procedures. Oversee vacancy announcement files and monitor staffing tables, preparing statistical data. Assist in budget preparation and review, monitor expenditures against approved budgets, and prepare financial reports. Provide general administrative support, drafting correspondence, coordinating with service units, and managing operational travel. Maintain office equipment and systems, and potentially guide junior staff. Administer contracts with external vendors, audit invoices, process payments, and manage UN forms and permissions for staff access and property.

Work Experience

A minimum of seven years of progressive experience in administrative services, finance, accounting, audit, or human resources is required. This can be reduced to five years with a first-level university degree. Experience with an ERP system (e.g., Umoja), the UN, or a similar international organization is desirable, as is experience in data analytics.

Skills

Professionalism, Planning and Organizing, Accountability, Human Resource Management, Budget and Finance Administration, General Administration, Contract Administration, Data Analysis, Proficiency in UN administrative and financial rules and regulations.

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