Senior Administrative Assistant

Job Advertisement

Position Title: Senior Administrative Assistant
Location: Dakar
Country: Senegal
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is based in Dakar, Senegal, within the Office of the Special Coordinator for Development in the Sahel (OSCDS). The OSCDS is part of the United Nations system, which aims to coordinate and enhance development efforts in the Sahel region, addressing challenges such as poverty, insecurity, and climate change. The organization is committed to promoting sustainable development and improving the living conditions of people in the Sahel. The UN operates in numerous countries worldwide, with a mission to maintain international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promote sustainable development, and uphold human rights.

Job Overview:
The Senior Administrative Assistant will play a crucial role in supporting the Special Coordinator for Development in the Sahel by managing time, scheduling, and preparing activities. This position requires a proactive approach to handling correspondence, inquiries, and administrative processes. The incumbent will act as a liaison with other senior officials and will be responsible for improving administrative procedures to ensure the smooth functioning of the office. The role also involves human resources management, budget monitoring, and providing support for various administrative tasks, making it essential for the candidate to possess strong organizational and communication skills. The position demands a high level of professionalism and the ability to work under pressure while maintaining a focus on achieving results.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for a wide range of duties, including:

• Managing the Special Coordinator's time and scheduling activities.
• Screening and prioritizing incoming correspondence and compiling relevant documents.
• Acting as the first point of contact for inquiries and liaising with personal assistants of other senior officials.
• Supporting the overall administration of the office, including managing priorities and workflow.
• Handling complex information requests and inquiries, drafting responses, and managing correspondence.
• Establishing and improving administrative procedures and systems for efficient office functioning.
• Managing various administrative processes such as leave records, travel arrangements, and expense statements.
• Organizing official receptions and meetings, ensuring all arrangements are in place.
• Overseeing the work of office support staff, establishing priorities, and providing training. 1
• Coordinating human resource activities and liaising with UN administration on related matters. 1
• Monitoring budget implementation and expenditures, assisting in requisitioning goods and services, and ensuring proper documentation for payments. 1
• Supporting data collection and analysis for reports and presentations. 1
• Performing other duties as assigned by the Chief of Staff.

Required Qualifications:
Candidates must possess a minimum of ten (10) years of progressively responsible experience in administration, finance, budget, accounting, audit, human resources, or a related area. Experience in word processing, PowerPoint, and spreadsheets is required. Familiarity with enterprise resource planning (ERP) systems such as UMOJA or SAP is essential. Additionally, candidates should have at least two (2) years of experience applying administrative, financial, or human resources policies within the United Nations system or a similar international organization. Previous experience in a UN field operation or comparable international organization is desirable, as is experience in data analytics or related areas.

Educational Background:
Completion of a high school diploma or equivalent is required. Technical training in Finance, Budget, Human Resources Management, or Administration is desirable. A first-level university degree can reduce the minimum years of relevant experience required by two years, making higher education a significant asset for candidates.

Experience:
The position requires a minimum of ten (10) years of progressively responsible experience in relevant fields. Candidates with a first-level university degree may have this requirement reduced by two years. Experience in administrative, financial, or human resources policies within the UN or similar organizations is highly valued, as is familiarity with ERP systems. Additionally, candidates should have experience in data analytics or related areas, which is considered desirable.

Languages:
Fluency in written and spoken English and French is required, as these are the working languages of the UN Secretariat. Knowledge of another UN official language is considered desirable. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while 'knowledge of' indicates a rating of 'confident' in two of the four areas.

Additional Notes:
The appointment is for an initial period of one year, with extensions subject to the availability of funds. The position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. Staff members are expected to move periodically to new functions in their careers. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization does not charge any fees during the recruitment process, and reasonable accommodations may be provided for applicants with disabilities.