Administrative Assistant

United Nations Regional Service Centre is hiring an Administrative Assistant to do the folowing;

Key Duties and Responsibilities:

• Ensures effective and efficient functioning of the Section by maintaining contact with visitors and staff, make arrangement of appointments and meetings including meeting room reservation, compiling, and preparing briefing and presentation material, background information and documentation for meetings.
• Supports the office with leave monitoring and maintaining leave and absences.
• Make travel arrangements and hotel reservations, processing requests for visa, ID cards and other documents.
• Provide administrative support to conferences, workshops, retreats.
• Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables, and reports.
• Follow up on deadlines, commitments made, action taken and coordination of collection and submission of reports to the Chief of section.
• Assists with archiving and maintenance of the filing system ensuring safekeeping of confidential materials.
• Updates and maintains the Chief of section’s calendar, keeping him/her informed of any upcoming meetings in a timely manner.
• Write, record and maintain minutes during meetings. Human Resources Management
• Enters, maintains, and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Maintains and reviews the section’s staffing tables, prints and reviews reports. General Administration
• 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 lines and liaises frequently with RSCE and client mission staff whenever required.
• Performs other related administrative duties, as required.

Qualifications, Skills and Experience:

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Not available.
• A minimum of five (5) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
• Experience working in a United Nations common system or similar international organization is desirable.
• Experience in working in a front office setting is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For this job opening, English is required. French is desirable.
• The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework

Competencies

• Professionalism – Knowledge of United Nations administrative policies, rules, and regulations.
• Ability to demonstrate effective time management skills. Ability to communicate clearly and effectively in written and spoken form.
• Ability to demonstrate excellent problem solving and critical thinking skills.
• 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.
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect;
• Identifies clients’ needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

How to Apply:

All suitably qualified and Interested applicants should apply online at the link below.

Click Here

NB: Only shortlisted candidates will be contacted.