Administrative Assistant (Donor Relations)
Organizational Context
This position is within the Policy, Advocacy, Donor Relations and Outreach Section of the United Nations Mine Action Service (UNMAS), part of the Department of Peace Operations in New York. UNMAS works to eliminate the threat of mines and explosive remnants of war globally, operating under UN legislative mandates. The role directly supports the Donor Relations Team.
Job Purpose
The Administrative Assistant provides crucial support to the Donor Relations Team within UNMAS, focusing on managing donor contributions and fund administration. This involves meticulous tracking of payments, agreements, and financial data using Umoja and other databases. The role ensures compliance with donor requirements and UN policies, assists in budget preparation, and maintains accurate financial records. Additionally, the position handles general administrative tasks, including travel arrangements, correspondence, and file management, and supports human resources activities for the unit. The purpose is to ensure the smooth and efficient financial and administrative operations supporting UNMAS's mine action mandate.
Responsibilities
Manage donor relations and fund administration by monitoring contribution status, updating financial tracking tables, and consolidating data on agreements and projected contributions. Review donor funding transactions against approved budgets, ensuring data accuracy and consistency in ERP systems. Assist in preparing budget performance submissions and provide financial backstopping for trust funds, including expenditure reporting and monitoring donor requirements. Prepare financial data analysis and reporting notifications, and liaise with finance sections for ERP project setup. Maintain up-to-date knowledge of relevant policies and procedures. Provide general administrative support, including processing travel arrangements, drafting correspondence, and maintaining unit files. Coordinate with service units and internal teams. Support human resources activities by initiating, processing, and monitoring HR actions, and maintaining administrative data in electronic systems.
Work Experience
A minimum of five years of experience in finance, budget, accounting, or administrative services is required. This is reduced to three years with a first-level university degree. Experience with an ERP system, Excel, and word processing is mandatory. Experience in qualitative and quantitative data analysis and reporting is also required. Experience managing Trust Funds, budget formulation, and UN systems is desirable.
Skills
Professionalism, Teamwork, Planning and Organizing, administrative functions, budget/work programme management, human resources, database management, financial rules and regulations, data analysis, reporting, ERP systems, Excel, word processing.