ADMINISTRATIVE ASSISTANT, Santo Domingo

Org. Setting and ReportingThe UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to delivery more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals (SDGs). As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an independent UN Resident Coordinator \u2013 the Representative of the UN Secretary-General and the highest-ranking official of the UN Development System at the country level \u2013 support countries in the achievement of their development priorities and the attainment of the SDGs. This position is in the UN Resident Coordinator's Office in Santo Domingo, Dominican Republic. The Administrative Assistant will report to the Head of the Resident Coordinator's Office under the overall leadership of the UN Resident Coordinator.

ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT: \u2022 Initiates, reviews, processes and follows-up on actions related to the administration of the unit\u2019s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. \u2022 Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. \u2022 Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS. \u2022 Monitors staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE: \u2022 Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters\u2019 budget, trust funds, grants and procurement. \u2022 Monitors expenditures and compares with approved budget; prepares adjustments as necessary. \u2022 Assists managers in the elaboration of resource requirements for budget submissions. \u2022 Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures \u2022 Prepares or customizes financial reports from IMIS system generated reports. \u2022 Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. GENERAL ADMINISTRATION: \u2022 Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. \u2022 Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. \u2022 Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). \u2022 May be responsible for guiding, training, and supervising the work of more junior General Service staff. \u2022 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. \u2022 Assists with visualizations and updating information material such as web pages or brochures. \u2022 Serves as security focal point for the Office, including attending meetings of the Security Cell and supporting the Resident Coordinator in the Security Management Team (SMT) Meeting as required. CONTRACT ADMINISTRATION: \u2022 Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. \u2022 Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. \u2022 Processes the payment of contractors' invoices and monitor payments. \u2022 Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. \u2022 Ensures that requirements and background information used for data analysis are documented. \u2022 Performs other duties as assigned.

Competencies\u2022 PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling 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. \u2022 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. \u2022 CLIENT ORIENTATION: Considers all those to whom services are provided to be \u201cclients\u201d and seeks to see things from clients\u2019 point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients\u2019 needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients\u2019 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 client. \u2022 TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others\u2019 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.

EducationCompletion of High school diploma or equivalent is required. Relevant first-level university degree may be accepted in lieu of two (2) years of required experience. Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable.

Job - Specific QualificationNot available.

Work ExperienceA minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar is desirable. Work experience with the United Nations or similar international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).