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, and to address global challenges such as poverty, inequality, and climate change. The UN Development System was reformed on January 1, 2019, to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN Resident Coordinator Offices (UN RCO) play a crucial role in supporting countries to meet their development priorities and SDGs, led by an empowered UN Resident Coordinator who represents the UN Secretary-General at the country level.

Job Overview:
The Administrative Assistant position is situated within the UN Resident Coordinator's Office in Sao Tome and Principe. The role is pivotal in ensuring the smooth operation of the office by managing human resources, budget and finance, and general administration tasks. The Administrative Assistant will report directly to the Head of the Resident Coordinator’s Office and will be responsible for a variety of administrative functions that support the UN's mission in the country. This includes overseeing recruitment processes, managing financial proposals, and coordinating with various service units to ensure effective communication and operational efficiency. The position requires a proactive approach to problem-solving and the ability to work collaboratively with diverse teams.

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

• Human Resources Management: Initiating and processing actions related to recruitment, placement, promotion, and training of staff. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and review of financial proposals, monitoring expenditures, and preparing budget performance reports. Customizing financial reports from ERP systems and coordinating with finance staff on budget-related issues.
• General Administration: Drafting correspondence, coordinating with service units, and performing various administrative duties such as managing operational travel programs and organizing seminars.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary UN forms.
• Data Management: Collecting and analyzing data for reports and presentations, and updating information materials such as web pages or brochures.
• Supervisory Duties: Guiding and training junior staff as needed.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A relevant first-level university degree may be accepted in lieu of two years of required experience. Additional certifications in administrative services, finance, accounting, audit, or human resources are desirable. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations, as well as proficiency in various administrative functions.

Educational Background:
Completion of a high school diploma or equivalent is required. A relevant first-level university degree may be accepted in lieu of two years of required experience. Additional certifications in areas such as administrative services, finance, accounting, audit, or human resources are considered advantageous for this position.

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, experience in data analytics for at least one year is also desirable.

Languages:
For this position, proficiency in English and Portuguese is required. According to the UN Language Framework, candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both languages. Knowledge of French is also beneficial but not mandatory.

Additional Notes:
This is a Fixed Term position, initially open for one year, with the possibility of extension subject to availability of funds and budgetary approval. The position is subject to local recruitment, meaning candidates must be residents of the country or within commuting distance. The UN is committed to achieving gender balance in its workforce and encourages female candidates to apply. The recruitment process does not involve any fees, and reasonable accommodations may be provided for applicants with disabilities.