Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Sao Tome
Country: Sao Tome and Principe
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. The UN's mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to foster social and economic development. The UN Development System, which includes the UN Resident Coordinator Offices (UN RCO), was reformed on January 1, 2019, to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCOs support countries in their development priorities and are led by an empowered UN Resident Coordinator, who is the highest-ranking UN official in the country.

Job Overview:
The Administrative Assistant position is crucial within the UN Resident Coordinator's Office in Sao Tome and Principe. The role involves a variety of administrative functions, including human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will report directly to the Head of the Resident Coordinator’s Office and will be responsible for ensuring that the office operates smoothly and efficiently. This includes managing human resource activities such as recruitment and performance appraisal, overseeing budget preparation and monitoring expenditures, and coordinating administrative tasks with various service units. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks simultaneously, all while adhering to UN rules and regulations.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive range of duties, including but not limited to:

• Human Resources Management: Initiating and processing recruitment actions, providing guidance on administrative procedures, maintaining vacancy files, and monitoring staffing tables.
• Budget and Finance: Assisting in budget preparation, monitoring expenditures, preparing financial reports, and coordinating with finance staff.
• General Administration: Drafting correspondence, coordinating with service units, managing operational travel programs, and organizing seminars and conferences.
• Contract Administration: Managing contracts with external contractors, auditing invoices, processing payments, and preparing necessary UN forms.
• Data Management: Collecting and analyzing data for reports, assisting in knowledge management, and updating information materials.
• Supervisory Duties: Guiding and training junior staff as needed.
• Additional Duties: Performing any other related tasks as assigned by the supervisor.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience in data analytics is also desirable. Candidates should demonstrate professionalism, planning and organizing skills, and client orientation.

Educational Background:
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 certification in administrative services, finance, accounting, audit, human resources, or a related area is desirable.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may have this requirement reduced by two years. Experience with an ERP system and in data analytics is also advantageous, as is experience working with the United Nations or similar international organizations.

Languages:
Fluency in oral and written Portuguese is required for this position. A working knowledge of English is also required, while knowledge of French or another official UN language is considered an advantage. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while knowledge is rated as 'confident' in two of the four areas.

Additional Notes:
This is a Fixed Term position, initially open for one year, with the possibility of extension based on funding availability and budgetary approval. The position is subject to local recruitment, meaning candidates must be residents of Sao Tome and Principe or within commuting distance. The UN is committed to achieving gender balance and encourages female candidates to apply. All applicants must ensure their online application is complete and accurate, as this information will be used to assess eligibility and suitability for the position. The UN does not charge any fees during the recruitment process.