Administrative Assistant

Job Posting Organization:
The Office of the Special Adviser on Africa (OSAA) is a part of the United Nations, established to enhance international support for Africa's development and security" style="border-bottom: 1px dotted #007bff !important;">security. Its mission includes advocating for Africa's interests, improving coherence and coordination of UN support to Africa, and monitoring commitments to Africa's development. The OSAA operates with a focus on the African Union’s Agenda 2063, which aims to create a prosperous and united Africa. The organization employs a diverse team and operates in multiple countries, working closely with various stakeholders to achieve its goals.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the Office of the Special Adviser on Africa. The incumbent will be responsible for a wide range of administrative tasks that support the office's operations. This includes managing human resources activities such as recruitment and performance appraisal, maintaining administrative records, and providing guidance on administrative procedures. The role also involves budget monitoring, preparing financial reports, and ensuring compliance with UN regulations. The Administrative Assistant will coordinate with various service units and assist in the preparation of official documents and reports, contributing to the overall efficiency of the office.

Duties and Responsibilities:
The Administrative Assistant will perform a variety of duties including:

• Human Resources Management: Initiating and processing actions related to recruitment, placement, and training; maintaining administrative data for time and attendance; advising staff on administrative procedures.
• Planning, Budget and Finance: Monitoring program and budget implementation; assisting with data acquisition and budget reviews; preparing statistical tables and financial reports.
• General Administration: Drafting correspondence, maintaining files, coordinating travel arrangements, and organizing administrative activities for seminars and conferences.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, and processing payments.
• Performing other related administrative duties as required, ensuring the smooth operation of the office.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in administrative service, finance, accounting, audit, or human resources is required. For candidates with a first-level degree or higher, the minimum experience requirement is reduced to three years. Familiarity with an Enterprise Resources Planning (ERP) system such as Umoja is also required. Candidates should demonstrate professionalism, accountability, and technological awareness in their work.

Educational Background:
The position requires at least a high school diploma or equivalent. While specific job-related qualifications are not detailed, higher educational qualifications may be beneficial and can reduce the required years of experience.

Experience:
The role requires a minimum of five years of relevant experience in administrative services or related fields. This requirement is reduced to three years for candidates who hold a first-level degree or higher. Experience with ERP systems is essential, indicating a need for familiarity with modern administrative tools and processes.

Languages:
English is required for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is considered desirable, also at UN Level II proficiency. This bilingual requirement reflects the working languages of the United Nations and the need for effective communication within the organization.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in the United States. The appointment is for an initial period of one year, with the possibility of extension based on the availability of the post and budgetary approval. The United Nations emphasizes diversity and inclusion in its hiring practices and does not charge any fees during the recruitment process. Candidates must adhere to the highest standards of efficiency and integrity, and those with a history of violations of law" style="border-bottom: 1px dotted #007bff !important;">international law or misconduct may be disqualified from consideration.