Org. Setting and Reporting
The position is based in the Office of the Chief, Operations and Resources Management within the United Nations Support Office in Somalia (UNSOS) in Nairobi. The Administrative Assistant reports to the Administrative Officer.Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management:
• Performs various actions related to the administration of the work unit’s human resources activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, etc., consistently applying UN rules, regulations, policies and procedures; Liaises with central administration/executive services as required.
• Maintains vacancy announcement files and updates track vacancy announcements.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors assigned staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
• Maintains and monitors a database information system in support of performance management related activities and allowing for the relevant information to be obtained, processed, stored, and retrieved in a timely and efficient manner.
Budget and Finance:
• Provides assistance in the preparation and development of the offices work programme and budget.
• Assists in monitoring the budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and records reallocation of resources and implements the reallocations as necessary.
• Collects data from relevant databases and assist in preparation of financial reports.
• Provides assistance in the review, and preparation of the medium-term plan and its revisions.
• May assist managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and records reallocation of funds as necessary.
• Assists in the preparation of budget performance submissions.
• Assists in finalization of budget performance reports with attention given to variances between approved budgets and actual expenditures.
General Administration:
• Provides guidance to mission and/or subordinate staff.
• Identifies and reports issues/problems as they arise and recommends appropriate actions.
• Coordinates regularly with service units and liaises as needed with internal team members.
• Performs other related administrative duties, as required (e.g., travel, monitoring accounts and payment to vendors and individual contractors for services, reviews physical space plans and assists in the identification of office technology needs, maintenance of equipment, software and systems, organizes and coordinate seminars, conferences and translations).Competencies
Professionalism: 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 implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
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