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 meeting their development priorities. The UN Resident Coordinator is the highest-ranking official of the UN Development System at the country level, representing the UN Secretary-General. This position is based in Port Moresby, Papua New Guinea, within the UN Resident Coordinator's Office.

Job Overview:
The Administrative Assistant will be responsible for a variety of administrative functions within the UN Resident Coordinator's Office. This role involves managing human resources activities, including recruitment, placement, and performance appraisal, ensuring compliance with UN rules and procedures. The incumbent will also assist in budget and finance management, preparing financial proposals, monitoring expenditures, and preparing budget performance reports. General administration duties include drafting correspondence, coordinating with service units, and supporting the collection and analysis of data for decision-making. The Administrative Assistant will also handle contract administration, ensuring proper management of contracts with external service providers. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Human Resources Management: Initiating and processing actions related to recruitment, placement, and performance appraisal; responding to staff inquiries regarding entitlements and administrative procedures; maintaining vacancy announcement files; monitoring staffing tables; and preparing statistical data.
• Budget and Finance: Assisting in the preparation and review of financial proposals; monitoring expenditures against approved budgets; preparing budget performance submissions; and customizing financial reports.
• General Administration: Drafting routine correspondence; coordinating with service units; performing administrative duties such as operational travel programs and monitoring accounts; guiding and supervising junior staff; and assisting with data presentations and reports.
• Contract Administration: Managing contracts with external contractors; auditing invoices; processing payments; and ensuring documentation for data analysis is maintained.
• Additional duties as assigned by the Head of the Resident Coordinator's Office.

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 certification in administrative services, finance, accounting, audit, human resources, or related areas is desirable. Candidates should demonstrate professionalism, planning and organizing skills, and client orientation in their work.

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 administrative services, finance, accounting, audit, human resources, or related areas are considered desirable for this position.

Experience:
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or related areas is required. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Work experience with the United Nations or similar international organizations is also desirable, along with at least one year of experience in data analytics or related areas.

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 proficiency in French is not mandatory for this position.

Additional Notes:
The appointment for this position is for an initial period of one year, with any extension subject to the availability of funds. This position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. Staff members in the General Service and related categories are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Reasonable accommodations may be provided for applicants with disabilities upon request.