Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Laayoune
Country: Western Sahara
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Chief of Mission Support (CMS) in the United Nations for a Referendum in Western Sahara (MINURSO). The United Nations is an international organization founded in 1945, with a mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. The organization operates in numerous countries worldwide, employing thousands of staff members dedicated to various humanitarian and development efforts. The United Nations aims to foster international collaboration to address global challenges, including conflict resolution, human rights, and sustainable development.

Job Overview:
The Administrative Assistant will provide essential executive administrative support to the Chief of Mission Support and other members within the Office of the Chief of Mission Support. This role is crucial for ensuring the smooth operation of administrative functions, including drafting correspondence, scheduling meetings, maintaining files, and coordinating with various service sections and internal team members. The incumbent will also be responsible for managing operational travel programs, attendance and leave recording, processing claims, and maintaining office supplies and equipment. The position requires a proactive approach to managing calendars, monitoring changes, and communicating relevant information to staff. Additionally, the Administrative Assistant will assist in budget preparation, monitoring expenditures, and preparing financial reports, making this role integral to the financial and administrative health of the office.

Duties and Responsibilities:
The Administrative Assistant will carry out a variety of duties, including:

• Providing executive administrative support to the Chief of Mission Support and office members.
• Drafting routine correspondence and responding to inquiries related to administrative, financial, and personnel matters.
• Scheduling meetings and appointments, maintaining administrative files, and arranging missions.
• Coordinating with service sections and liaising with internal team members.
• Performing operational travel program duties, attendance and leave recording, and processing claims.
• Maintaining office supplies and equipment, and managing physical space allocation.
• Assisting in the preparation and review of financial and human resource proposals.
• Monitoring expenditures and payments to vendors, preparing budget performance submissions, and analyzing variances.
• Maintaining both paper and electronic files and databases, performing data entry and management functions. 1
• Acting as an alternate secretary for committees as needed. 1
• Using standard word processing software to produce various documents in accordance with institutional standards.

Required Qualifications:
Candidates must possess good computer skills with extensive experience in word processing, spreadsheets, and other software applications. Excellent interpersonal, communication, organizational, and service-oriented skills are essential. The role requires a high level of professionalism, client orientation, and the ability to plan and organize effectively. Candidates should demonstrate a commitment to gender equality and the equal participation of women and men in all aspects of work.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates should have a solid foundation in administrative practices and procedures, as well as proficiency in relevant software applications.

Experience:
At least six (6) years of progressively responsible experience in finance, accounting, human resources, audit, administrative services, or related fields is required. Previous experience in a front office setting is essential. Candidates should have strong drafting skills in English, with knowledge of French being desirable. Experience within the United Nations Common System or comparable international organizations is also desirable, along with experience in data analytics.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of French is desirable, as it is also a working language within the organization.

Additional Notes:
This position is temporarily available for six months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The position may be limited to candidates based at the duty station, and it may be restricted to internal candidates who have been recruited through a competitive examination. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization does not charge a fee at any stage of the recruitment process.