Administrative Assistant

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, addressing global challenges such as poverty, inequality, and climate change. The UN Development System, which includes the UN Resident Coordinator Offices (UN RCO), was restructured in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCO in Guinea supports the country in meeting its development priorities and SDGs, led by an independent UN Resident Coordinator who is the highest-ranking UN official at the country level. The organization operates in numerous countries worldwide, employing thousands of staff members dedicated to various humanitarian and development efforts.

Job Overview:
The Administrative Assistant position within the Office of the United Nations Resident Coordinator in Guinea is a crucial role that supports the effective functioning of the office. The incumbent will be responsible for a wide range of administrative functions, including human resources management, budget and finance, general administration, logistics, contract administration, and procurement. The role requires a proactive approach to managing the office's administrative needs, ensuring compliance with UN regulations and procedures, and facilitating smooth operations within the team. The Administrative Assistant will work closely with the Head of RCO and other team members to support the achievement of the office's objectives and contribute to the overall mission of the UN in Guinea. This position demands a high level of professionalism, organizational skills, and the ability to handle multiple tasks efficiently while maintaining a client-oriented approach.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to:

• Human Resources Management: Assisting in the recruitment process for staff and consultants, managing service contracts, internships, and UN Volunteers.
• Budget and Finance: Preparing and reviewing financial proposals, consolidating budgets, monitoring expenditures, and assisting in budget performance submissions.
• General Administration and Logistics: Drafting correspondence, coordinating with service units, managing travel logistics, and providing administrative support for events.
• Contract Administration/Procurement: Supporting procurement projects, reviewing requirements, maintaining documentation, and processing payments for contractors.
• Coordination Support: Providing secretariat support to the Operations Management Team, assisting in data collection and analysis, and preparing reports for decision-making.
• Additional administrative duties as required to ensure the smooth operation of the office.

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. The role requires a strong understanding of UN administrative, financial, and human resources regulations, as well as proficiency in database management and analysis. Candidates should demonstrate professionalism, efficiency, and a commitment to gender equality in their work.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with additional certifications or training in relevant fields such as human resources, administration, finance, or event organization will be preferred. This educational background will provide the necessary foundation for understanding the complexities of administrative functions within the UN framework.

Experience:
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area 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 (ERP) system, such as Umoja, is desirable, as is experience working with the United Nations or similar international organizations. Additionally, candidates with experience in data analytics or related areas will be viewed favorably.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in both languages is required, with a minimum level of II in reading, writing, listening, and speaking for each language according to the UN Language Framework. This bilingual requirement is essential for effective communication and collaboration within the UN system and with external stakeholders.

Additional Notes:
This is a Temporary Job Opening with an appointment until 31 August 202

• The position does not carry any expectancy of renewal and is subject to the availability of the post or funds. The recruitment is local, meaning candidates must be residents of Guinea or within commuting distance. Staff members recruited locally are not eligible for international recruitment benefits. The UN is committed to achieving gender balance and encourages female candidates to apply. All applicants must ensure that their application is complete and accurate, as this information will be used to assess their eligibility and suitability for the position.