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Senior Administrative Assistant (Personal Assistant)
Responsibilities
Administrative Support:
- Manages the Office of the Director in the planning, organization, and administration of the workflow in the Director’s Office.
- Provides both substantive and administrative support in managing the Director’s priorities and workflow and ensures that management directives and decisions are properly carried out within the set deadlines.
- Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director’s attention.
- Communicates with member States, external partners and clients as directed by the Regional Director.
- Organizes the Director’s calendar by scheduling and proposing timeframes for delivery of various commitments and ensuring proper time management by setting up, coordinating and scheduling meetings to ensure the efficient functioning of the office.
- Assists the Director by coordinating and following-up on tasks assigned to other staff members.
- Coordinate with service units and liaises frequently with internal team members both at Headquarters and in the field on a wide range of administrative-related issues and/or instructions
- Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures.
- Performs other related administrative duties, as required (e.g., operational travel programme, meeting scheduling and support to workshops, conferences).
- Ensures adequate background is available to inform the Director’s decision.
- Constantly monitors emails to bring to the attention of the Director urgent actions and drafts/responds to emails on behalf of the Director.
- Supports the drafting, proof-reading and finalizing of formal communication such as memos, note verbales, letters.
- Acts as the Regional office focal point for Executive Office correspondences as well as those of other partners.
- Prepares background documents, minutes; coordinates preparation of briefing notes and speaking points as requested
- Assists in the preparation and development of the unit’s work programme and budget.
- Coordinates the engagement of staff either individually or collectively with the Regional Director.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
Human Resources Management
- Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, performance appraisal, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
- Provides advice and answers general queries on classification procedures and processes.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
Budget and Finance
- Assists the Director in the elaboration of resource requirements for budget submissions.
- Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
- Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
- Perform other duties as may be assigned.
Competencies
- PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modelling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- PLANNING AND ORGANIZING: Develop clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
- CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to the client.
Education
- High school diploma or equivalent is required.
Job – Specific Qualification
- Supplementary training in administration, international relations or related fields is desirable.
Work Experience
- A minimum of ten (10) years of experience in administrative services, human resources or related areas is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher. Experience working in a busy director’s office at an international organization equivalent to UN is required. Working experience of Umoja ERP (Enterprise Resource Planning) for travel, procurement and HR functions is desirable. A minimum of one (1) year or more of experience in data analytics or related area is desirable.
Finance and Budget Assistant
Responsibilities
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Budget:
- Provides support with respect to the review, analyses and preparation of the medium-term plan and its revisions.
- Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Undertakes research and provides support to higher level Finance & Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
- Monitors integrity of various financial databases.
- Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
Periodic reconciliation of accounts Treasury:
- Review incoming payment instructions with regard to banking details and sources of funds.
- Prepare payments for final disbursement by Cashier.
- Notify payees on status on payments.
- Assist staff members, Fund Management Officers, Administrative Officers, and donors regarding queries on payment and deposit related issues.
General:
- Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
- Maintain and keep up-to-date files. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • May be responsible for providing guidance, training and daily supervision to other general service staff in the area of responsibility. • Performs other related duties, as assigned.
Competencies
- Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
- High school diploma or equivalent.
Job – Specific Qualification
- Additional qualifications in accounting, finance or related field are desirable. Certified Public Accountant (CPA) certificate or equivalent is desirable.
Work Experience
- A minimum of seven (7) years progressive working experience in finance, budget, accounting or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level university degree or higher. Experience in Global Environment Facility (GEF) project/grant management, budgeting, accounting, and financial management is desirable. Proven experience working with Enterprise Resource Planning (ERP) systems such as Systems Applications and Products (SAP) is desirable
Deadline : May 16, 2024
Programme Management Officer
Responsibilities
- Lead, advise and support the stakeholder engagement plans and activities of the INC Secretariat.
- Coordinate the development and implementation of the overall strategy for regular and structured engagement with key stakeholders to implement the mandate of the INC Secretariat.
- Identify partner institutions who can support the process to implement the Stakeholder Engagement strategy.
- Prepare regular reports and analysis of the Stakeholder Engagement strategy.
- Participates in the development, implementation and evaluation of assigned programmes/projects, etc.; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and proposes corrective actions; liaises with relevant parties; identifies and tracks follow-up actions.
- Performs consulting assignments, in collaboration with the client, by planning facilitating workshops, through other interactive sessions and assisting in developing the action plan the client will use to manage the change.
- Researches, analyzes and presents information gathered from diverse sources.
- Assists in policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies.
- Undertakes survey initiatives; designs data collection tools; reviews, analyzes and interprets responses, identifies problems/issues and prepares conclusions.
- Prepares various written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
- Provides substantive support to consultative and other meetings, conferences, etc., to include proposing agenda topics, identifying participants, preparation of documents and presentations, etc.
- Undertakes outreach activities; conducts training workshops, seminars, etc.; makes presentations on assigned topics/activities.
- Participates in or lead field missions, including provision of guidance to external consultants and other parties and drafting mission summaries, etc.
- Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
- Performs other duties as required.
Competencies
- PROFESSIONALISM: Knowledge of different aspects of stakeholder engagement. Ability to address a range of issues in the context of policy developments, public attitudes and local conditions. Ability to conceptualize, design and implement stakeholder engagement strategies. Ability to rapidly analyze and integrate diverse information from varied sources. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
Education
- An advanced university degree (Master’s or Doctorate degree, or equivalent) in international relations, law, public administration, management, or a related field is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two (2) additional years of relevant work experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience
- A minimum of five (5) years of progressively responsible professional experience in project or programme management, administration, stakeholder engagement or related area is required. Experience in project management, contracting with partners, and supervising them is required. Experience with crafting and leading advocacy activities aimed at policy influence and adoption at the international level is desirable. Experience working in an international context, planning and organizing events and/or conferences, designing and conducting training programs and drafting terms of reference, and supervising is desirable. Experience in implementing environmental programmes or projects is desirable. Experience with UN system or other similar international organizations, governmental or non-governmental institutions implementing projects/programmes addressing plastic pollution is desirable. A minimum of Two (2) years or more of experience in data analytics or related area is desirable.