ADMINISTRATIVE ASSISTANT, Abidjan, Cote d'Ivoire

ADMINISTRATIVE ASSISTANT, Abidjan, Cote d'Ivoire Organization: RCS - Resident Coordinator System Country: Côte d'Ivoire Abidjan Office: RCS in Abidjan, Côte d'Ivoire Organizational Setting and Reporting The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - 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 Côte d'Ivoire and reports to the Head of the Resident Coordinator's Office. Responsibilities

Responsabilités

Within delegated authority, the Administrative Assistant will be responsible for the following duties: HUMAN RESOURCE MANAGEMENT

Localisation

Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s 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. 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. Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS. Monitors staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE

Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

Assists managers in the elaboration of resource requirements for budget submissions. Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures Prepares or customizes financial reports from IMIS system generated reports. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. GENERAL ADMINISTRATION Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. Provides administrative coordination support to the Operations Management Team (OMT) and systematic follow-up on agreed actions with relevant UN entities. Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; coordination and administrative follow-up of matters relating to common premises, physical space and occupancy planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). Supports the RCO's coordination role in relation to UN common premises and common services, including the cost-sharing exercises and other operational matters.

Formation / Diplômes

Maintains up-to-date records and documentation relating to common operational services and supports the collection and consolidation of information on service delivery. May be responsible for guiding, training, and supervising the work of more junior General Service staff. 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. CONTRACT ADMINISTRATION Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. Supports the administrative follow-up of service agreements, service-level agreements, cost-sharing arrangements and other administrative instruments relating to common premises and common services, as applicable. Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. Monitors administrative aspects of shared service delivery, including relevant documentation, invoices, agreed service standards and follow-up actions. Processes the payment of contractors' invoices and monitor payments. 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. Performs other duties as assigned. Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability

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