Senior Administrative Assistant

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Description

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Org. Setting and Reporting

• This position is in the Field Technology Section (FTS) within the United Nations Assistance Mission for Iraq (UNAMI), Kuwait Office. The Incumbent will report to the Chief, Field Technology Section.

Responsibilities

Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

Data Analytics:

• Involved in developing new capabilities to meet the 12 strategic principles identified by the SG’s data strategy be translating the ICT strategies into deliverables; Maintains specific information products in their area and assists mission senior management in providing information products to others; drafts correspondence and communications related to all aspects of data analysis, including information on available data sets, data catalogs and data analysis, revisions and other related issues, as well as preparing unit contributions for a variety of periodic reports. Will be responsible for role assignment in Umoja/ SAP and will also work as the first line of support for Umoja/ SAP related issues for the whole mission.

General Administration:

• Provides guidance and daily supervision to other general service staff in the Kuwait office; Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions; 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, disposal and clearing of disposes items, keep abreast with all Security plans and their implementation and will identify office technology needs and maintenance of equipment, software and systems, organize and coordinate conferences.
• Will be responsible to facilitate and coordinate high level events in Kuwait office organized by UNAMI or KJSO. Will be managing, supporting, and coordinating projects done by UNAMI in Kuwait.
• Will provide support and assistance to Resident Coordinators Office, Kuwait office for all services.

Budget and Finance:

Provides expert assistance in the preparation and development of FTS work programme and budget; Assists in monitoring budget/work programme with respect to mission budgets, trust funds, grant and other funds on a regular basis; Collects data from relevant databases and prepares customized financial reports; Provides assistance in the review, and preparation of the medium-term plan and its revisions; Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates; Assists managers in the elaboration of resource requirements for budget submissions; Monitors budget implementation/expenditures and recommends reallocation of funds as necessary; Prepare requisitions for goods and services to ensure

correct Umoja objects code of expenditure have been charged, and availability of funds; Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures; Assists in the preparation of budget performance submissions; Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.

Human Resources Management:

• Coordinates various actions related to the administration of UNAMI Kuwait work unit’s human resource activities, ensuring consistency in the application of UN rules, regulations, policies, and procedures.
• Liaises with mission support office sections in Baghdad as required; Oversee the residency and visa related issue for all UNAMI staff in Kuwait and will also provide assistance as and when required to visiting staff; Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements; Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations; Monitors Umoja staffing tables for a variety of human resource activities.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• IPSAS Certification is required. ITIL Certification Foundation is required. Project Management Foundation Certification is required. Technical training in Finance, Budget, Human Resources Management, Information Management or Information Systems is desirable.

Work Experience

• A minimum of ten (10) years of progressively responsible experience in Information Technology, Administration, Finance and Budget, Human Resources, or related area is required. Experience working at UN Agencies in this capacity is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.

Source: https://careers.un.org/jobSearchDescription/244326?language=en

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