Administrative Assistant

Job Posting Organization:
The United Nations Development System, restructured under the leadership of the UN Secretary-General, aims to effectively support countries in achieving their development priorities and the Sustainable Development Goals (SDGs). The UN Resident Coordinator's Office in Guinea plays a pivotal role in this mission, ensuring that the UN's efforts are aligned with the local context and needs. The organization emphasizes gender equality and diversity in its workforce, striving for a balanced representation of women and men in all aspects of its operations.

Job Overview:
The Administrative Assistant position within the UN Resident Coordinator's Office in Guinea is a critical role that encompasses a wide range of administrative functions. The incumbent will be responsible for managing human resources activities, including recruitment, performance appraisals, and staff training. Additionally, the role involves budget and finance management, where the assistant will assist in preparing financial proposals, monitoring expenditures, and preparing budget performance reports. The position also requires general administrative duties, such as drafting correspondence, coordinating with service units, and assisting in data analysis and reporting. The Administrative Assistant will work closely with the Head of the Resident Coordinator’s Office and other team members to ensure the smooth operation of the office and support the achievement of the UN's development goals in Guinea.

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

• Human Resources Management: Initiating and processing recruitment actions, providing information to staff regarding entitlements and administrative procedures, and monitoring staffing tables.
• Budget and Finance: Assisting in budget preparation, monitoring expenditures, preparing financial reports, and coordinating with finance staff.
• General Administration: Drafting correspondence, coordinating with service units, managing operational travel programs, and assisting with data collection and analysis.
• Contract Administration/Procurement: Supporting procurement projects, reviewing requirements, maintaining documentation, and processing payments for contractors.
• Additional administrative duties as required, including supervising junior staff and assisting with translations and information material updates.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, or human resources. Experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable, as is experience with the United Nations or similar international organizations. Additionally, one year or more of experience in data analytics or related areas is preferred. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations.

Educational Background:
A high school diploma or equivalent is required for this position. However, a relevant first-level university degree may be accepted in lieu of two years of required experience, indicating that higher education can compensate for a lack of experience in some cases.

Experience:
The position requires a minimum of seven years of progressively responsible experience in relevant administrative roles. This extensive experience is crucial for managing the diverse responsibilities associated with the role effectively. Candidates with experience in international organizations, particularly the United Nations, will have an advantage, as they will be familiar with the specific operational context and challenges faced by the UN.

Languages:
Fluency in oral and written French is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of English is desirable, and proficiency in another official UN language is considered an advantage. 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 is a Fixed Term position, initially open for one year, with the possibility of extension subject to budgetary approval and availability of funds. The position is subject to local recruitment, meaning that applicants must be authorized to work in Guinea. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and diversity in its workforce, and reasonable accommodations may be provided for applicants with disabilities. All applicants are encouraged to apply online as soon as possible after the job opening is posted.