Administrative Assistant
Organizational Context
The Office of the Special Adviser on Africa (OSAA) enhances international support for Africa's development and security through advocacy and analytical work. It coordinates UN System support for the African Union’s Agenda 2063 and monitors commitments to Africa's development. This role is situated within the Office of the Under-Secretary-General of OSAA and reports to the Programme Management Officer.
Job Purpose
The Administrative Assistant provides crucial support to the Office of the Special Adviser on Africa (OSAA) by managing a wide range of administrative functions essential for the office's mandate. This includes overseeing human resources activities such as recruitment and performance appraisals, ensuring adherence to regulations. The role also involves managing budget and financial processes, monitoring expenditures, and assisting in budget preparation. Additionally, the incumbent handles general administrative tasks, including travel arrangements, drafting correspondence, maintaining records, and coordinating with various service units. The position plays a key part in ensuring the smooth and efficient operation of the office, supporting higher-level staff in achieving OSAA's objectives related to Africa's development and security.
Responsibilities
Manage human resources activities, including recruitment, placement, performance appraisals, and training, ensuring compliance with regulations. Maintain and certify administrative data in electronic systems for HR-related actions. Provide guidance on administrative procedures. Monitor program and budget implementation, expenditures, and allotments, updating budget tables and preparing financial reports. Review requisitions for goods and services to ensure correct charging and fund availability. Assist in preparing budget submissions. Process and follow up on administrative arrangements for office activities, including staff travel. Draft routine correspondence, assist with reports, and maintain web pages. Manage office files and support the implementation of administrative management regulations. Coordinate with service units and internal team members. Assist in the administration of contracts with external vendors, auditing invoices, and processing payments. Prepare and process UN forms and permissions for staff, including passes and access.
Work Experience
A minimum of five years of experience in administrative service, finance, accounting, audit, human resources, or a related area is required. This minimum is reduced to three years for candidates with a first-level degree or higher. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is also required.
Skills
Professionalism, Accountability, Technological Awareness, Human Resources Management, Budget and Finance Management, General Administration, Contract Administration, Data Management, Communication, Coordination.