Administrative Assistant
hace 3 horas
This position is located in the ECLAC Office in Montevideo, Uruguay. The Programme Assistant reports to the Chief of Office.
**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, performance appraisal, etc. in electronic information systems.
- Reviews entitlements-related claims and reports.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Maintains and reviews organizational staffing tables; prints and reviews reports.
BUDGET AND FINANCE
- Monitors status of expenditures and allotments through UMOJA, 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 budget performance submissions.
- Prepares statistical tables and standard financial reports.
- 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.
GENERAL ADMINISTRATION
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
- 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).
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
CONTRACT ADMINISTRATION
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Competencies
- 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
Five years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in Enterprise Resource Planning System (ERP), such as SAP is required.
Experience in an international private or public organization is desirable.
1 year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in both English and Spanish is required.
NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand).
Assessment
Special Notice
- Although there is no right or entitlement to Flexible Working Arrangements, many of our staff work flexibly in many different ways. The following types of flexibility are usually possible: staggered working hours, compressed work week, scheduled breaks for learning activities and telecommuting (maximum 80.5 Km from the duty station). This position requires [high | some] office presence time [and travel]. Please wait until the final stage of the offer to ask more about flexibility since the agreement is voluntary between the staff members and their supervisor and will depend on the organisational needs
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a ge
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