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, 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 restructured in 2019 to enhance its effectiveness in achieving the Sustainable Development Goals (SDGs) by 203

• The UN RCO in Bolivia supports the country's development priorities and the attainment of the SDGs, operating under the leadership of the UN Resident Coordinator, who is the highest-ranking UN official in the country. The organization emphasizes gender equality and diversity in its workforce, striving for a balanced representation of men and women across all levels of employment.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the UN Resident Coordinator's Office in Bolivia. The role involves providing comprehensive administrative support, particularly in human resources management, budget and finance, and general administration. The Administrative Assistant will work closely with the Senior Development Coordination Officer, Strategic Planning, and Head of RCO, ensuring that all administrative processes align with UN rules and regulations. The position requires a proactive approach to managing various administrative tasks, including recruitment, budget monitoring, and contract administration. The successful candidate will be expected to maintain a high level of professionalism and efficiency while supporting the office's objectives and contributing to the overall mission of the UN in Bolivia.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of responsibilities, including but not limited to:

• Human Resources Management: Initiating and processing recruitment actions, responding to staff inquiries regarding entitlements and administrative procedures, maintaining vacancy announcement files, and monitoring staffing tables.
• Budget and Finance: Assisting in budget preparation and review, monitoring expenditures, preparing financial reports, and coordinating with finance staff on budget-related issues.
• General Administration: Drafting correspondence, coordinating with service units, performing logistical tasks for meetings, and assisting with data collection and analysis.
• Contract Administration: Managing contracts with external contractors, auditing invoices, processing payments, and handling procurement through the ERP system.
• Additional Duties: Guiding and training junior staff, participating in inter-agency operations, and performing any other tasks assigned by the supervisor. The role demands a high level of organization, attention to detail, and the ability to work collaboratively in a diverse environment.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. The required experience may be reduced by two years for candidates with a first-level university degree. Experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable, as is experience managing regulations of international organizations. Candidates should also have experience in data analytics or related fields, which is considered an advantage. The role requires a strong understanding of UN administrative, financial, and human resources rules and regulations.

Educational Background:
Completion of a high school diploma or equivalent is required. A relevant first-level university degree may be accepted in lieu of two years of required experience. This educational background is essential for understanding the administrative and operational functions of the UN and for effectively managing the responsibilities associated with the Administrative Assistant position.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience with ERP systems, particularly Umoja, is highly desirable, as is experience in managing international organization regulations. Additionally, candidates should have at least one year of experience in data analytics or a related area, which will enhance their ability to perform the job effectively.

Languages:
Fluency in oral and written Spanish is required for this position, as it is the primary working language in Bolivia. Knowledge of English is also required, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official UN language is considered an advantage, as it may facilitate communication and collaboration within the UN system.

Additional Notes:
This is a Fixed Term position, open for an initial period of one year, with the possibility of extension subject to availability of funds and budgetary approval. The appointment is on a local basis, meaning that applicants must be authorized to work in Bolivia. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruitment. The UN is committed to achieving gender balance in its workforce and encourages applications from diverse backgrounds. The recruitment process does not involve any fees, and candidates are advised to apply online as soon as possible after the job opening is posted.