Administrative Assistant

2 weeks ago

Hanoi, Hanoi, Vietnam United Nations Full time

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, Hanoi, Vietnam and reports to the Resident Coordinator Team Leader.

Responsibilities:

Within delegated authority, the incumbent will be responsible for the following duties:

HUMAN RESOURCES MANAGEMENT:

  • Liaise as necessary to UNON to assist RCO staff with enquiries 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 Umoja.
  • 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, UNCT contribution, 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 from Umoja system generated reports.
  • Coordinates 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 including follow up of requests made to UNDP, 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 daytoday 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 performance.
  • 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, swipecard access and door keys.
  • Assist 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.
  • Assist with visualizations and updating information material such as web pages or brochures.
  • Ensure that requirements and background information used for data analysis are documented.
  • Perform other relevant duties as required.
Competencies

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 an

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