Administrative Assistant (Donor Relations)

Job Posting Organization:
The United Nations Mine Action Service (UNMAS) was established in 1997 with the mission to eliminate the threat posed by mines, explosive remnants of war, and improvised explosive devices. UNMAS coordinates United Nations mine action, leads operational responses at the country level, and supports the development of standards, policies, and norms. As a specialized service of the United Nations, UNMAS operates under legislative mandates from both the General Assembly and the security" style="border-bottom: 1px dotted #007bff !important;">Security Council, and it responds to specific requests for support from the UN Secretary-General or designated officials. UNMAS is committed to ensuring safety and security in conflict-affected areas and works in various countries to achieve its objectives. For more information, visit www.unmas.org.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Donor Relations Team within the Policy, Advocacy, Donor Relations and Outreach Section of UNMAS. This position involves a variety of administrative and financial tasks aimed at ensuring effective donor relations and fund management. The Administrative Assistant will be responsible for monitoring donor contributions, managing financial tracking tables, and assisting in the preparation of budget performance submissions. The role requires a proactive approach to maintaining accurate records and ensuring compliance with United Nations policies and procedures. The Administrative Assistant will also be involved in general administration tasks, including travel arrangements, correspondence drafting, and maintaining documentation related to donor relations. This position is essential for the smooth operation of the Donor Relations Team and requires strong organizational skills and attention to detail.

Duties and Responsibilities:
The Administrative Assistant will be responsible for the following duties:

• **Donor Relations and Fund Management**: Monitor the status of donor contributions and installment payments through Umoja, ensuring financial tracking tables are updated promptly. Consolidate data received and support the tracking of new agreements, proposals, and projected annual contributions to the UN Voluntary Trust Fund for Assistance in Mine Action. Review the status of relevant donor funding transactions, verify accuracy of input data, and ensure consistency of data in ERP and other databases. Assist in preparing budget performance submissions and financial backstopping of trust funds, including monitoring voluntary contributions and generating expenditure reports. Prepare financial data analysis tables and financial reporting notifications. Liaise with the Budget and Finance section to set up ERP project structures and budgets. Keep up-to-date on documents and reports related to contribution agreements and ensure compliance with intergovernmental recommendations and decisions.
• **General Administration**: Prepare, process, and follow-up on administrative arrangements related to staff travel. Draft routine correspondence regarding financial and budget matters as well as donor relations. Maintain files of rules, regulations, and administrative instructions on behalf of the Donor Relations Team. Coordinate extensively with service units and liaise with internal team members at Headquarters and in the field. Perform other related administrative duties as required, such as monitoring accounts and payments to vendors, physical space planning, and organizing administrative arrangements for seminars and conferences.
• **Human Resources Management**: Initiate, process, monitor, and follow-up on actions related to the administration of the unit's human resource activities, ensuring consistency in the application of regulations and procedures. Enter and maintain administrative data and records for time and attendance and performance appraisal in electronic information systems.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in finance, budget, accounting, administrative services, or a related area is required. This experience requirement is reduced to three years for candidates who possess a first-level university degree or higher. Candidates must have experience working with an Enterprise Resource Planning (ERP) system and proficiency in Excel spreadsheets and word processing applications. Experience in qualitative and quantitative analysis and reporting based on large data sets is also required. Desirable qualifications include experience managing Trust Funds and implementing partners, budget formulation, implementation, monitoring, and reporting in line with results-based budgeting principles, and familiarity with United Nations systems and procedures related to financial and staff regulations.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them eligible with three years of relevant experience instead of five.

Experience:
The position requires a minimum of five years of relevant experience in finance, budget, accounting, administrative services, or a related area. However, candidates who possess a first-level university degree or higher may qualify with only three years of experience. Experience with an Enterprise Resource Planning (ERP) system is mandatory, as is proficiency in Excel and word processing applications. Candidates should also have experience in performing qualitative and quantitative analysis and reporting based on large data sets. Desirable experience includes managing Trust Funds and implementing partners, as well as budget formulation and monitoring in accordance with results-based budgeting principles. Familiarity with United Nations systems and procedures is also advantageous.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset.

Additional Notes:
This position is temporarily available until 16 February 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The position is subject to local recruitment, and applicants must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations is committed to creating a diverse and inclusive environment and recruits staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds, or disabilities.