Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Rabat
Country: Morocco
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is an organization established by the UN General Assembly with the mission to promote socially and environmentally sustainable towns and cities. It serves as the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat collaborates with various partners to build inclusive, safe, resilient, and sustainable cities and communities, aiming to reduce inequality, discrimination, and poverty through positive urbanization.

Job Overview:
The Administrative Assistant at UN-Habitat Morocco Country Office plays a crucial role in providing comprehensive administrative, financial, budgetary, and human resources support. This position is integral to the management of various projects and is located at the Rabat duty station. The incumbent will work under the guidance of the Programme Management Officer for Human Settlements, ensuring that all administrative functions are executed efficiently. The role involves a variety of tasks including human resources management, budget and finance oversight, general administration, data management, and contract administration. The Administrative Assistant is expected to maintain a high level of professionalism and commitment to the organization's goals, particularly in promoting gender equality and inclusivity in the workplace.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Human Resources Management: Initiating and processing actions related to recruitment, placement, promotion, and training of staff. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining files and tracking job openings. Monitoring staffing tables and preparing statistical data.
• Budget and Finance: Assisting in the preparation of financial proposals and consolidating budget requirements. Monitoring expenditures against approved budgets and preparing necessary adjustments. Assisting in budget performance submissions and preparing financial reports.
• General Administration: Drafting correspondence, coordinating with service units, and performing various administrative duties such as operational travel programs and monitoring accounts. Guiding and supervising junior staff.
• Data Management: Assisting in data collection and analysis, preparing presentations and reports, and updating information materials.
• Contract Administration: Managing contracts with external contractors, auditing invoices, processing payments, and preparing tender documents. Ensuring proper asset management and cost savings through effective administration of resources.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, finance, accounting, procurement, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience within the United Nations system or similar international organizations is desirable, as is familiarity with Enterprise Resource Planning (ERP) systems such as SAP. Additionally, at least one year of experience in data analytics or a related field is preferred.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. There are no specific job-specific qualifications mentioned, but a first-level university degree or higher is advantageous and can reduce the required years of experience.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, procurement, audit, human resources, or a related area. Candidates with a first-level university degree or higher can qualify with five years of experience. Experience working within the UN common system or similar international organizations is desirable, as is experience with ERP systems like SAP. Additionally, at least one year of experience in data analytics or a related area is preferred.

Languages:
Fluency in English and French is required for this position, as these are the working languages of the United Nations Secretariat. Knowledge of Arabic or another official UN language is considered desirable. Fluency is defined as a rating of 'fluent' in all four areas: reading, writing, speaking, and understanding, while knowledge is defined as 'confident' in two of the four areas.

Additional Notes:
This position is for an initial period of one year and may be subject to extension. It is subject to local recruitment, meaning that candidates must be located within the country or commuting distance of the office. 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 are urged to complete their applications online as soon as possible after the job opening is posted, ensuring all fields are filled out accurately.