Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and Programmes of the UN system worldwide. This position is located in the United Nations Global Service Centre, Brindisi, Italy, within the Delivery and Return Section of Supply Chain Service. This position reports directly to the Chief, Delivery and Return Section.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT • Enters, maintains and certifies administrative data and records for time and attendance, FWA (Flexible Working Arrangements), etc. in electronic information systems. • Maintains and reviews organizational staffing tables; prints and reviews reports. • Coordinate with DRS team leads to maintain staff training and its monitoring tracker. BUDGET AND FINANCE • Monitors status of expenditures and allotments records variations, updates budget tables. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of statistical tables and standard financial reports. GENERAL ADMINISTRATION • Prepares, processes and follows-up on administrative arrangements and forms related to supply chain modules in UMOJA, as required. • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Provide support in organizing workshops. • Performs other related administrative duties, as required, e.g., arrange for section meetings and prepare section meeting action tracker; consolidate inputs from team leads and conduct proofreading before submission; provides support and coordination for administrative and logistics support to the section’s incoming and outgoing staff; organizing and coordinating administrative arrangements for seminars, conferences and translations. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. CONTRACT ADMINISTRATION • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. • Processes payment of contractors’ invoices and monitor the payments. • Prepares and processes UN forms and permissions for contractual work and services, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. • Perform other duties as required by the supervisor.

Competencies

PROFESSIONALISM: Understanding of organization’s policies and procedures related to Supply Chain management. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of three (3) years of progressively responsible experience in the field of administrative service, human resources or related area is required. Experience working with the United Nations or a similar International Organization is desirable. Experience in drafting official documents in English is desirable. Experience in data analysis is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in English, (both oral and written) is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by an informal interview.

Special Notice

• This position is temporarily available until 30 June 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.