Administrative Assistant

Job Posting Organization:
The position is located within the Strategic Air Operations Center (SAOC), Logistics Division (LD), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS) at the United Nations Global Service Centre (UNGSC) in Brindisi, Italy. The Department of Operational Support was established to provide operational advisory services to various entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes several divisions, such as the Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Logistics Division plays a crucial role in implementing end-to-end supply chain management across United Nations operations, providing direction and advice on logistical matters, and monitoring the delivery of strategic transportation and support services.

Job Overview:
The Administrative Assistant will report directly to the Chief of the Strategic Air Operations Center (SAOC) and will be responsible for a variety of administrative functions. This includes managing human resources tasks such as monitoring time and attendance records, performance appraisals, and maintaining organizational staffing tables. The role also encompasses budget and finance responsibilities, where the assistant will monitor expenditures, assist in budget performance submissions, and prepare financial reports. General administration duties include preparing and processing administrative arrangements, drafting correspondence, and maintaining electronic files. The assistant will coordinate with service units and internal team members, assist in data collection and analysis, and support the preparation of presentations and reports. Additionally, the role involves contract administration, where the assistant will manage contracts with external contractors, audit invoices, and ensure compliance with UN regulations.

Duties and Responsibilities:
The Administrative Assistant will perform a range of duties including: monitoring records for time and attendance, drafting and maintaining staffing tables, monitoring budget expenditures, consolidating data for budget reviews, preparing statistical tables and financial reports, processing administrative arrangements for training courses, drafting routine correspondence, maintaining electronic files, coordinating with service units, assisting with data collection and analysis, managing contracts with external contractors, auditing invoices, and ensuring compliance with UN regulations. The assistant will also support the preparation and revision of Standard Operating Procedures (SOP) and act as a focal point for administrative applications.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. This experience requirement is reduced to three years for candidates with a first-level university degree or higher. Proficiency in SAP for procurement and payment workflows, as well as experience in processing invoices and contract administration, is essential. Familiarity with data analytics is desirable.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. For candidates with a first-level university degree or higher, the required experience is reduced to three years. Experience with SAP systems, particularly in procurement and payment workflows, is essential, along with experience in contract administration processes and data analytics.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, but there are no additional desirable languages specified for this role.

Additional Notes:
The appointment for this position is for an initial period of one year and is subject to local recruitment. Applicants must be authorized to work for the United Nations in the duty station where the position is located. Those selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to creating a diverse and inclusive environment and will provide reasonable accommodation to applicants with disabilities upon request. The evaluation of applicants will be based on the information submitted in the application, and candidates under serious consideration will undergo reference checks.