Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Bangui
Country: Central African Republic
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Mission Support Centre of the United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA). 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. MINUSCA was established to support the Central African Republic in its transition towards peace and stability, and it operates in a challenging environment, classified as a Hardship 'D' duty station and a non-family duty station. The organization employs thousands of staff members from diverse backgrounds and operates in multiple countries around the world, focusing on humanitarian aid, peacekeeping, and development initiatives.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Mission Support Centre by managing various administrative functions. The incumbent will be responsible for human resources management, budget and finance, general administration, and contract administration. This position requires a proactive approach to ensure that all administrative processes are carried out efficiently and in accordance with UN rules and regulations. The Administrative Assistant will serve as a point of contact for staff inquiries regarding entitlements and administrative procedures, and will be expected to maintain accurate records and statistical data related to staffing and budgetary matters. The role demands a high level of professionalism, attention to detail, and the ability to work collaboratively with colleagues across different units.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties including:

• 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 vacancy announcement files; and preparing relevant statistical data.
• Budget and Finance: Assisting in the preparation and review of financial proposals; monitoring expenditures against approved budgets; preparing budget performance submissions; and coordinating with finance staff on budget reports.
• General Administration: Drafting routine correspondence; coordinating with service sections; monitoring accounts and payments; and organizing seminars and conferences.
• Contract Administration: Assisting with the administration of contracts; auditing contractor invoices; processing payments; and preparing necessary forms for staff and contractors.
• Additional duties as required, including guiding and supervising junior staff.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A technical or vocational certificate in administrative services, finance, human resources, business administration, or personnel management is desirable. The role requires a strong understanding of administrative processes and the ability to apply UN rules and regulations consistently. Candidates should demonstrate professionalism, client orientation, and teamwork skills, as well as the ability to handle multiple tasks and meet deadlines effectively.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a technical or vocational certificate in relevant fields such as administrative services, finance, human resources, or business administration will be preferred. This educational background is essential for understanding the complexities of administrative functions within the UN framework.

Experience:
Candidates must have at least six (6) years of progressively responsible experience in fields such as finance, accounting, human resources, audit, or administrative services. Experience within the United Nations Common System or comparable international organizations is highly desirable. This level of experience is necessary to ensure that the candidate can effectively manage the diverse responsibilities associated with the role of Administrative Assistant.

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 of the UN. Proficiency in both languages will enhance communication and collaboration within the multicultural environment of the UN.

Additional Notes:
This position is classified as a non-family duty station, meaning that staff members are not permitted to bring family members to the duty station. The role is full-time and may involve working under challenging conditions typical of a Hardship 'D' duty station. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The recruitment process does not involve any fees, and candidates are advised to provide complete and accurate information in their applications. The evaluation of candidates will be based on the information submitted, and reference checks will be conducted for those under serious consideration for selection.