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, which includes the UN Resident Coordinator Offices (UN RCO), was reformed in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCO 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 official of the UN Development System at the country level. The organization operates in numerous countries worldwide, employing thousands of staff members dedicated to various humanitarian and development efforts.

Job Overview:
The Administrative Assistant position is integral to the UN Resident Coordinator's Office in Port Moresby, Papua New Guinea. The role involves providing comprehensive administrative support to ensure the smooth functioning of the office. The incumbent will report directly to the Head of the Resident Coordinator's Office and will be responsible for a variety of tasks that encompass human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will play a key role in facilitating communication within the office and with external stakeholders, ensuring that all administrative processes are executed efficiently and in accordance with UN rules and regulations. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of professionalism and confidentiality.

Duties and Responsibilities:
The Administrative Assistant will undertake a wide range of duties, including but not limited to: managing human resources activities such as recruitment, placement, and performance appraisal; responding to staff inquiries regarding entitlements and administrative procedures; maintaining vacancy announcement files; monitoring staffing tables and preparing statistical data; assisting in budget preparation and financial reporting; drafting routine correspondence; coordinating with service units and internal team members; guiding and supervising junior staff; managing contracts with external service providers; auditing contractor invoices; processing payments; and ensuring compliance with UN administrative policies. The role also involves assisting in data collection and analysis, preparing presentations and reports, and serving as the security focal point for the office. The Administrative Assistant must demonstrate strong organizational skills, attention to detail, and the ability to work collaboratively in a diverse environment.

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 certifications in administrative services, finance, accounting, audit, or human resources are desirable. The position requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, or human resources. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja, is preferred, as is experience working with the United Nations or similar international organizations. Candidates should also have at least one year of experience in data analytics or a related area.

Educational Background:
The minimum educational requirement for this position is the completion of a high school diploma or equivalent. However, candidates with a relevant first-level university degree may be considered in lieu of two years of required experience. Additional certifications in areas such as administrative services, finance, accounting, audit, or human resources are considered advantageous and may enhance a candidate's application.

Experience:
The role requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with experience in an Enterprise Resources Planning (ERP) system, such as Umoja, are preferred. Additionally, experience working with the United Nations or similar international organizations is desirable. Candidates should also have at least one year of experience in data analytics or a related field, which will be beneficial for the analytical aspects of the role.

Languages:
Fluency in oral and written English and Pidgin is required for this position. English and French are the working languages of the United Nations Secretariat, and knowledge of 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. This linguistic proficiency is essential for effective communication within the UN and with external partners.

Additional Notes:
This is a Temporary Job Opening with an appointment duration of six months, and there is no expectation of renewal. The position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. Staff members in the General Service and related categories will not be eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and encourages female candidates to apply. The recruitment process will include a substantive assessment, which may involve a written test followed by a competency-based interview. The UN does not charge any fees during the recruitment process and is committed to creating a diverse and inclusive environment.