Administrative Assistant
hace 3 semanas
This position is located in the Travel, Traffic and Local Transportation Unit, Division of Administration. The Administrative Assistant reports to the Chief of Division.
**Responsibilities**:
Under the overall supervision of the Chief of the Division, the Administrative Assistant will be responsible for the following duties:
(1) Contract Management: Manages and supervises external services contracts for ECLAC Headquarters in Santiago. Prepares scope of work for the issuance of external services contracts; verifies that the documentation is complete and in accordance with UN Rules and Regulations; coordinates with other Units/Sections within ECLAC and prepares the technical evaluation criteria of proposals; participates in technical evaluations of solicitations, comparing and ensuring overall correctness of submissions/requirements; defines requirements with requesting office and drafts and writes-up solicitation documents including draft contracts prepared in consultation with ECLAC Legal Adviser. Conducts research using existing legal files, previous contracts and alternative sources.
Administers and supervises the commercial management activities of the cafeteria, dining services, gift-shop and commercial bank branch located in ECLAC. Recommends amendments and extensions of contracts, and advises all parties concerned on contractual rights and obligations. Acts as a first-line focal point and/or media liaison between the Organization and the outsourcing services, in order to facilitate the flow of information: a) Maintains active communications with external clients; b) Keeps clients informed of progress or setbacks in projects/actions; c) Applies contingency actions when required. d) Supports and monitors appropriate implementation of needs related to commercial activities providers. e) Identifies and solves issues/problems as they arise, and determines appropriate actions. f) Designs or identifies new viable products/services, to be implemented or developed as a future potential incorporation in the premises; g) Performs other related administrative duties, as required.
(2) Supervises and leads a team of four drivers, oversees and controls distribution of documents and driving assignments. Coordinates and supports official transportation as requested by different departments or divisions, when visitors and/or staff members arrive and/or depart the duty station. Ensures compliance with UN regulations rules and procedures. Liaison with central administration/executive services as required.
(3) Provides advice and answers general queries on relocation grant procedures and processes. Maintains permanent contact with the Ministry of Foreign Affairs in matters related to compliance for eligibility, special entitlements and privileges. Initiates, reviews, and processes customs clearance procedures of all incoming and outgoing shipments of official importation of goods or vehicles and personal effects of the international staff members. Provides expert assistance and advices on administrative arrangements during the process.
(4) Prepares, submits, processes and reviews requests for vehicles license plates for the Organization as well as international staff members and their corresponding return.
(5) Prepares and processes petty cash forms for all disbursements issued, particularly to pay airport freights in order to avoid extra demurrage costs or delays. Reviews budget account and requisitions through UMOJA.
(6) Back-up of Travel Unit.
(7) 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.
(8) Assists with visualizations and updating information material such as web pages or brochures.
Competencies
- 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.
- 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
High school diploma or equivalent is required.
Work Experience
At least ten years of experience in financial and management is required.
Experience in traffic or fleet management is desirable.
Work experience: 1 year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position fluency in English a
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