Administrative Assistant

Job Posting Organization:
The United Nations Development System was reformed on January 1, 2019, to enhance its effectiveness and efficiency in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN Resident Coordinator Offices (UN RCO) play a crucial role in this reform, supporting countries in their development priorities under the leadership of an empowered UN Resident Coordinator, who is the highest-ranking official of the UN Development System at the country level.

Job Overview:
The Administrative Assistant position is located within the Resident Coordinator's Office (RCO) in Antananarivo, Madagascar. The role involves providing comprehensive administrative support to the Head of the RCO and collaborating closely with the UN Resident Coordinator. The incumbent is expected to manage the front office operations effectively, ensuring confidentiality and adherence to protocol procedures. This includes maintaining the RC's calendar, coordinating appointments and meetings, managing information flow, and preparing briefing packs for meetings. The position requires a proactive approach to ensure the smooth functioning of the office and effective communication with various stakeholders, including UN agencies and external partners.

Duties and Responsibilities:
The Administrative Assistant will be responsible for managing the front office, which includes ensuring the effective functioning of the UNRC Front Office, maintaining the RC's calendar, coordinating high-level visits, and preparing correspondence. The role also involves human resources management tasks, such as recruitment and performance appraisal processes, budget and finance management, including monitoring expenditures and preparing financial reports, and general administration duties like drafting routine correspondence and coordinating with service units. Additionally, the assistant will handle contract administration, ensuring compliance with UN regulations and processing payments for contractors.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with additional certification or training in human resources, administration, finance, or related fields being highly desirable. A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, or human resources is required, with a reduction of two years for candidates holding a first-level university degree. Experience with an Enterprise Resources Planning system, such as UMOJA, is also desirable, along with familiarity with UN operations or similar organizations.

Educational Background:
Completion of a high school diploma or equivalent is required. Additional certifications or training in relevant fields such as human resources, administration, finance, or event organization are highly desirable and can enhance a candidate's profile.

Experience:
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or client services is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience with an Enterprise Resources Planning system, such as UMOJA, is desirable, as is experience working with the United Nations or similar international organizations.

Languages:
Fluency in French and Malagasy is required, with English being desirable. The UN Language Framework specifies that candidates must demonstrate proficiency in reading, writing, listening, and speaking in these languages, particularly at UN Level III for French and Malagasy, and Level II for English.

Additional Notes:
This is a fixed-term position open for an initial period of one year, with the possibility of extension subject to budgetary approval and availability of funds. The position is subject to local recruitment, meaning candidates must be recruited within the country or commuting distance of the office. The United Nations is committed to achieving gender balance and diversity in its workforce, and all applicants are encouraged to apply online as soon as possible after the job opening is posted.