Administrative Assistant

hace 3 semanas

Santiago de Chile United Nations A tiempo completo

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 (SDGs). 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 located in the Resident Coordinator's Office, Santiago, Chille and reports to the Resident Coordinator.

El 1 de enero de 2019, el Secretario General de las Naciones Unidas puso en marcha una audaz reforma integral a fin de reorientar el sistema de las Naciones Unidas para el desarrollo y cumplir con más eficacia y eficiencia la Agenda 2030 y los Objetivos de Desarrollo Sostenible. Como parte de esta reforma, las Oficinas de los Coordinadores Residentes de las Naciones Unidas, bajo la dirección de un Coordinador Residente de las Naciones Unidas empoderado e independiente el funcionario del sistema de las Naciones Unidas para el desarrollo y Representante del Secretario General de las Naciones Unidas de más rango en cada país ayudan a los países a alcanzar sus metas prioritarias en materia de desarrollo y lograr los Objetivos de Desarrollo Sostenible. Este puesto está adscrito a la Oficina del Coordinador Residente y depende del Coordinador Residente.

**Responsibilities**:
Within delegated authority, the incumbent will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT
- Liaises with the Economic Commission for Latin America and the Caribbean (ECLAC) for human resources management
- 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.
- Monitors staffing table and prepare relevant statistical data/charts.

BUDGET AND FINANCE
- Liaises with ECLAC on all budget and finance related issues, as assigned.
- Within the delegated authority, performs finance processes in Umoja.
- 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, analysing variances between approved budgets and actual expenditures.
- Prepares or customizes financial 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.
- 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).
- Acts as a focal point for Umoja requisitioner and petty cash custodian for the Country Office
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.

CONTRACT ADMINISTRATION/PROCUREMENT
- Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
- Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
- Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services.
- Maintains internal files and relevant documentations for procurement activities.
- Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities
- Processes the payment of contractors' invoices and monitor payments upon satisfactory receipt and performa

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