Back Administrative Assistant

Org. Setting and ReportingThis position is located in the Administrative Section (AS), Facilities and Commercial Activities Service (FCAS) in the Division of Administration (DOA) in the Department of Operational Support (DOS). The Administrative Section provides programme, administrative and information management support to FCAS as well as property management, help desk and reception services to United Nations (UN) Headquarters entities, delegations and visitors. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop and the United Nations Postal Administration. The incumbent reports to the Chief of the Administrative Section. ResponsibilitiesUnder the overall guidance of the Chief of the Administrative Section (AS) and under the direct supervision of the Administrative Officer, the incumbent is responsible for the following:

Contract Administration:

• Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services, particularly lease contracts.
• Assists the Section in monitoring leases between the UN and various landlords, with special emphasis on agreement terms, expiration dates and approved Not-To-Exceed amounts.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Raises requisitions and request purchase orders, as needed.
• Processes the payment of contractors' invoices and monitors payment. Analyzes expenditure and ensures that they are within the allotted funds and according to lease agreement.
• Assists the Section in drafting correspondence and coordinating with the Procurement Division regarding renewal/extension.
• Serves as a focal point for establishing and maintaining lease contracts.

Budget and Finance:

• Assists managers in the elaboration of resource requirements for budget submissions, particularly for the regular budget and provides supporting documents as required.
• Prepares cost plans for the Headquarters special account for rental of premises.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Compiles information required for future period rental commitments and information required for property and liability insurance purposes.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Coordinates with clients and entities on the payments of rental charges.
• Prepares or customizes financial reports from Umoja system generated reports.

General Administration and Coordination of Office Space:

• Compiles information on entities renting space at UNHQ premises.
• Prepares summary tables/spreadsheets with key information on space arrangements, location, square footage, rental rates and monthly charges.
• Advises on billing of rental charges and provides timely updates on changes that impact such charges.
• Drafts necessary correspondence with regards to tenants and space management.
• Provides administrative support to the Chief of Section, including drafting of correspondence, budget preparation, maintenance of administrative records, assisting in recruitment exercises, and other related administrative duties as may be required.
• Responsible for guiding, training, and supervising the work of more junior General Service staff.
• Performs other administrative duties as assigned.

CompetenciesProfessionalism:

Knowledge of UN Financial rules and regulations, and administrative procedures; competence in general administration, the administration of contract, expenditure monitoring and coordination of operational activities. General knowledge of commercial real estate leases, IPSAS and Umoja implementation, particularly as it applies to real estate; ability to apply knowledge of various UN administrative and financial rules and regulations in work situations. Ability to analyze data independently and create or maintain databases. Ability to work productively under pressure. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring equal participation and full involvement of women and men in all aspects of work.

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.

Communication:

Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of experience in administrative services, finance, 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 the use of various MS office applications like Word and Excel is required. Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent is required. Experience in contract administration and expenditure monitoring is required. Experience with the implementation of IPSAS and ERP, particularly in the area of real estate and lease administration, is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). UN interview preparation 📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐 ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!