Administrative Assistant

Job Posting Organization:
The position is located within the United Nations Support Office in Somalia (UNSOS), which is part of the larger United Nations system. The UNSOS was established to support the African Union Mission in Somalia (AMISOM) and to facilitate the delivery of humanitarian assistance in the region. The organization is committed to maintaining international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promoting human rights, and fostering sustainable development. The UNSOS operates in various countries, focusing on conflict resolution and support for peacekeeping missions. The organization employs a diverse workforce, with thousands of staff members working across multiple countries to achieve its mission.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the Chief of the Integrated Mission Training Centre (IMTC) by managing various administrative tasks. This position requires a proactive individual who can handle budget and finance responsibilities, contract administration, human resources management, and general administrative duties. The Administrative Assistant will be responsible for preparing and reviewing financial proposals, monitoring expenditures, and assisting in the preparation of budget performance reports. Additionally, the role involves coordinating with finance and budget staff, managing contracts with external contractors, and overseeing human resource activities such as recruitment and performance appraisal. The successful candidate will also draft correspondence, coordinate with service sections, and may supervise junior staff, ensuring that all administrative functions are carried out efficiently and in accordance with UN rules and regulations.

Duties and Responsibilities:
The Administrative Assistant will have a wide range of responsibilities, including but not limited to:

• Assisting in the preparation and review of financial and human resource proposals and requirements.
• Consolidating budget and work programme information related to the Headquarters' budget, trust funds, grants, and procurement.
• Monitoring expenditures against the approved budget and preparing necessary adjustments.
• Supporting the supervisor in the elaboration of resource requirements for budget submissions.
• Preparing budget performance submissions and finalizing budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Coordinating with finance and budget staff on related issues during the preparation of budget reports.
• Assisting with the administration of contracts with external contractors, including auditing invoices and processing payments.
• Initiating and processing human resource activities such as recruitment, placement, and performance appraisal.
• Responding to staff inquiries regarding entitlements and administrative procedures. 1
• Drafting routine correspondence and coordinating with service sections and internal team members. 1
• Performing other related administrative duties as required, including operational travel programs and monitoring accounts. 1
• Guiding and supervising junior General Service staff as necessary.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher can reduce the required work experience from seven years to five years. The position requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with Enterprise Resource Planning (ERP) systems and finance systems such as Umoja is desirable, as is experience with integrated business processes, analytics, and reporting.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role. This educational background is essential for understanding the complexities of administrative and financial processes within the UN framework.

Experience:
The position requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree or higher may qualify with five years of relevant experience. This level of experience is necessary to ensure that the Administrative Assistant can effectively manage the diverse responsibilities of the role and navigate the complexities of UN operations.

Languages:
English is the required working language for this position, as it is one of the two official languages of the United Nations Secretariat. French is also a working language, but it is not mandatory for this specific job opening. Candidates must demonstrate proficiency in English, as effective communication is crucial for the role. The UN Language Framework outlines the minimum required level for each skill in these languages, and candidates are encouraged to consult the framework for details.

Additional Notes:
The job does not specify a deadline for applications, which may indicate that the position is open until filled. The role is likely to be full-time, and it may involve working in a dynamic and international environment. The UNSOS is known for its commitment to gender equality, and candidates are encouraged to support this goal through their work. Compensation and benefits details are not provided in the job description, but positions within the UN typically come with competitive salaries and benefits packages.