ADMINISTRATIVE ASSISTANT

Organizational Context

The UN Resident Coordinator Offices (UN RCO), part of the UN Secretariat's reform, support countries in achieving development priorities and SDGs. The Multi-Country Resident Coordinator's Office (MCO) in Pohnpei, FSM, coordinates UN operations across five Pacific Small Island Developing States. This role is based in the MCO hub and reports to the Head of the Resident Coordinator's Office.

Job Purpose

This Administrative Assistant role supports the UN Multi-Country Resident Coordinator's Office (MCO) in Pohnpei, FSM, which oversees UN operations in five Pacific Small Island Developing States. The position is crucial for the effective functioning of the MCO, contributing to the UN's mission of supporting countries in achieving development priorities and the Sustainable Development Goals. The incumbent will manage a range of administrative, financial, and human resources tasks, ensuring compliance with UN rules and procedures. This role also involves supporting the UN Operations Management Team and contributing to data management and reporting efforts, aligning with the UN 2.0 shift towards data-driven and innovative approaches.

Responsibilities

The Administrative Assistant is responsible for a broad range of duties including Human Resources Management, such as processing recruitment actions, managing personnel files, and advising staff on entitlements. In Budget and Finance, the role involves assisting with budget preparation, monitoring expenditures, and preparing financial reports. General Administration includes drafting correspondence, coordinating with service units, managing travel programs, and maintaining office equipment. The position also handles Contract Administration, including auditing invoices and processing payments for external contractors, and preparing necessary UN forms and permissions for staff. The role may also involve supervising junior staff and supporting data analysis and reporting.

Work Experience

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

Skills

Professionalism, Planning and Organizing, Teamwork, ability to perform administrative functions (budget, HR, database management), data analysis and interpretation, knowledge of UN administrative/financial/HR rules, and efficient time management.

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