Administrative Assistant

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. The UN Development System, which includes the UN Resident Coordinator Offices (UN RCO), was reformed on January 1, 2019, to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCOs support countries in their development priorities and are led by an empowered UN Resident Coordinator, who represents the UN Secretary-General at the country level. The organization operates globally, with a presence in numerous countries, and employs thousands of staff members dedicated to various missions and initiatives.

Job Overview:
The Administrative Assistant position is situated within the UN Resident Coordinator's Office in Port Moresby, Papua New Guinea. The role is crucial for supporting the administrative functions of the office, ensuring that human resources, budget, finance, and general administration tasks are executed efficiently. The incumbent will report directly to the Head of the Resident Coordinator's Office and will be responsible for a wide range of administrative duties that contribute to the overall effectiveness of the UN's operations in the country. This position requires a proactive approach to managing human resources, financial reporting, and general administrative tasks, all while adhering to UN rules and regulations. The Administrative Assistant will also play a key role in facilitating communication and coordination among various stakeholders within the UN system and external partners.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of responsibilities, including but not limited to: managing human resources activities such as recruitment, placement, and training; 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; guiding and supervising junior staff; managing contracts with external service providers; auditing contractor invoices; and ensuring compliance with UN administrative procedures. The role also involves data collection and analysis, preparation of reports, and serving as a security focal point for the office. The Administrative Assistant must demonstrate professionalism, planning and organizing skills, and a client-oriented approach in all 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 certifications in administrative services, finance, accounting, audit, human resources, or related areas are desirable. The role requires a strong understanding of UN administrative, financial, and human resources rules and regulations, as well as the ability to perform a broad range of administrative functions effectively. Candidates should also demonstrate a commitment to gender equality and the ability to work in a diverse environment.

Educational Background:
The minimum educational requirement for this position is the completion of a high school diploma or equivalent. A relevant first-level university degree may be accepted 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 suitability for the role.

Experience:
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Candidates with work experience in the United Nations or similar international organizations will have an advantage. Additionally, at least one year of experience in data analytics or a related field is preferred, as this will contribute to the candidate's ability to perform data analysis and reporting tasks effectively.

Languages:
Fluency in oral and written English is required for this position, as English is one of the working languages of the United Nations Secretariat. Knowledge of another official United Nations language, such as French, is considered an advantage and may enhance a candidate's competitiveness for the role. 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 position is subject to local recruitment, meaning that candidates must be residents of Papua New Guinea or within commuting distance of Port Moresby. The appointment is for an initial period of one year, with the possibility of extension based on the availability of funds. Candidates should be aware that local recruits are not eligible for allowances or benefits exclusive to international recruits. The UN is committed to achieving gender balance and encourages female candidates to apply. All applicants are advised to follow the application instructions carefully and ensure that their profiles are complete and up to date.