Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Port Moresby
Country: Papua New Guinea
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. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to address global challenges such as poverty, inequality, and climate change. The UN Development System has undergone significant reforms to enhance its effectiveness in achieving the Sustainable Development Goals (SDGs) by 203

• The UN Resident Coordinator's Office in Port Moresby, Papua New Guinea, plays a crucial role in supporting the country's development priorities under the leadership of the UN Resident Coordinator, who is the highest-ranking UN official in the country.

Job Overview:
The Administrative Assistant position is integral to the UN Resident Coordinator's Office, providing essential support in human resources management, budget and finance, general administration, and contract administration. The role requires a proactive approach to managing various administrative functions, ensuring compliance with UN rules and procedures, and facilitating effective communication within the office and with external stakeholders. The Administrative Assistant will be responsible for overseeing human resource activities, assisting in budget preparation and monitoring, drafting correspondence, and coordinating with service units. This position demands a high level of professionalism, organizational skills, and the ability to work collaboratively in a diverse environment.

Duties and Responsibilities:
The incumbent will perform a wide range of duties, including but not limited to: initiating and processing human resource activities such as recruitment, performance appraisals, and training; responding to staff inquiries regarding entitlements and administrative procedures; maintaining vacancy announcement files; assisting in budget preparation and monitoring expenditures; drafting routine correspondence; coordinating with service units; guiding junior staff; collecting and analyzing data for reports; serving as the security focal point; and managing contracts with external service providers. The role also involves preparing financial reports, ensuring compliance with UN regulations, and supporting the Resident Coordinator in various administrative tasks.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a relevant first-level university degree being acceptable in lieu of two years of required experience. Additional certification in administrative services, finance, accounting, audit, human resources, or related areas is desirable. The role requires a strong understanding of UN administrative, financial, and human resources rules and regulations, as well as the ability to perform data analysis and interpretation to support decision-making.

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 advantageous 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 Resource Planning (ERP) system, such as Umoja or similar, is desirable. Additionally, experience working with the United Nations or similar international organizations is preferred, along with at least one year of experience in data analytics or a related field.

Languages:
Fluency in oral and written English and Pidgin is required for this position. Knowledge of another official United Nations 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 Temporary Job Opening with a limited duration of six months, and there is no expectation of renewal. The position is subject to local recruitment, meaning that candidates must be residents of Papua New Guinea or within commuting distance. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and encourages female candidates to apply. All applicants must ensure their profiles are complete and up to date in the online recruitment platform, and they will be subject to reference checks to verify the information provided.