Administrative Assistant
Organizational Context
The UN Secretariat's reform aims to enhance the UN Development System's effectiveness in achieving the 2030 Agenda. UN Resident Coordinator Offices (UN RCOs), led by empowered UN Resident Coordinators, support countries in reaching development priorities and SDGs. This role is within the UN RCO in Côte d'Ivoire, reporting to the Head of the Office.
Job Purpose
The Administrative Assistant provides essential administrative support to the UN Resident Coordinator's Office in Côte d'Ivoire, contributing to the effective functioning of the UN Development System reform. This role involves managing human resources actions, including recruitment and staff inquiries, and overseeing personnel records. Additionally, the position supports budget and finance functions by assisting in proposal preparation, monitoring expenditures, and generating financial reports. The Administrative Assistant also handles general administrative tasks, contract administration, and may supervise junior staff, ensuring smooth operations and efficient service delivery within the RCO and in coordination with other UN entities.
Responsibilities
Manage human resource activities, including recruitment, staff inquiries, and personnel actions, ensuring compliance with UN rules. Oversee vacancy announcements and maintain staffing tables with statistical data. Support budget and finance functions by assisting in proposal preparation, monitoring expenditures against budgets, and preparing financial reports. Handle general administrative duties such as drafting correspondence, coordinating with service units, and providing administrative support to the Operations Management Team. Administer contracts with external vendors, process payments, and manage necessary UN forms and permissions. May guide and train junior staff, and assist in data collection, analysis, and reporting for knowledge management and decision-making.
Work Experience
A minimum of seven years of progressively responsible 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) and with the UN or similar international organizations is desirable.
Skills
Professionalism, Planning and Organizing, Accountability, Human Resource Management, Budget and Finance Administration, General Administration, Contract Administration, Data Analysis, Interpersonal Skills, Communication Skills.