Administrative Assistant,
New York (G-5)
Office of Central Support Services
Closing date: Thursday, 10 August 2017
Responsibilities
The incumbent is responsible for the following:
Finance and Contract Administration: • Prepare, review and verify monthly billing/credit information ensuring accuracy prior to generating financial reports; • Record and process all overnight reports provided by Security and Safety Service; • Process, prepare and record cash receipt vouchers to account ledger for payments received by the Garage Administration from Delegations' overnight parking, UN staff prepaid permits and violations; • Prepare and process daily bank deposits; Prepare statistical and financial reports on a monthly basis for all garage administration monetary transactions for reporting to the UN Revenue Accounts Section; •Monitor the status of expenditures and revenue with approved budget; • Review and maintain outstanding Mission accounts and provide information to Supervisor in regards to preparation of correspondence to Missions for settlement of outstanding accounts • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services; •Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; • Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN; • Process the payment of contractors' invoices and monitor payments.
General Administration • Gather statistical information on Garage usage and provide any required background information needed by the Garage Review Board or management; participate in meetings with various offices regarding Garage Administration activities; • Review permit applications and issue permits to delegates at each GA session and staff permits as required; • Compile and update parking permit wait list by verifying UN staff application information against official (Umoja) records; • Verify vehicle ownership in consultation with the Department of Safety and Security (DSS); • Maintain up-to-date work unit files and also files of rules, regulations, administrative instructions and other related documentation (both paper and electronic); • Provide guidance and information to UN staff members and members of delegations in respect to parking procedures at the UN Garage; • Train contractual staff on office procedures inclusive of UN rules, regulations and utilization of the customized Garage Administration computer system; • Provide various administrative support to the supervisor in managing the day-to-day operations of the Garage Administration Unit and assume Supervisor duties in his/her absence; coordinate extensively with other UN offices and liaises frequently with UN Missions; • Handle incoming and outgoing correspondence, draft routine correspondence according to the United Nations standards; prioritize and follow up on pending actions; • Screen telephone calls as well as visitors and answer queries with discretion; • Maintain records for the Unit' time and attendance and performance appraisal; •Perform other related administrative duties, as required.
CompetenciesFinance and Contract Administration: • Prepare, review and verify monthly billing/credit information ensuring accuracy prior to generating financial reports; • Record and process all overnight reports provided by Security and Safety Service; • Process, prepare and record cash receipt vouchers to account ledger for payments received by the Garage Administration from Delegations' overnight parking, UN staff prepaid permits and violations; • Prepare and process daily bank deposits; Prepare statistical and financial reports on a monthly basis for all garage administration monetary transactions for reporting to the UN Revenue Accounts Section; •Monitor the status of expenditures and revenue with approved budget; • Review and maintain outstanding Mission accounts and provide information to Supervisor in regards to preparation of correspondence to Missions for settlement of outstanding accounts • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services; •Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; • Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN; • Process the payment of contractors' invoices and monitor payments.
General Administration • Gather statistical information on Garage usage and provide any required background information needed by the Garage Review Board or management; participate in meetings with various offices regarding Garage Administration activities; • Review permit applications and issue permits to delegates at each GA session and staff permits as required; • Compile and update parking permit wait list by verifying UN staff application information against official (Umoja) records; • Verify vehicle ownership in consultation with the Department of Safety and Security (DSS); • Maintain up-to-date work unit files and also files of rules, regulations, administrative instructions and other related documentation (both paper and electronic); • Provide guidance and information to UN staff members and members of delegations in respect to parking procedures at the UN Garage; • Train contractual staff on office procedures inclusive of UN rules, regulations and utilization of the customized Garage Administration computer system; • Provide various administrative support to the supervisor in managing the day-to-day operations of the Garage Administration Unit and assume Supervisor duties in his/her absence; coordinate extensively with other UN offices and liaises frequently with UN Missions; • Handle incoming and outgoing correspondence, draft routine correspondence according to the United Nations standards; prioritize and follow up on pending actions; • Screen telephone calls as well as visitors and answer queries with discretion; • Maintain records for the Unit' time and attendance and performance appraisal; •Perform other related administrative duties, as required.
Professionalism: Demonstrated professional competence in administration and co-ordination of operational activities. Knowledge of administrative policies and procedures related to garage administration. Ability to draft correspondence, accurately process financial transactions, generate financial and other statistical reports. Knowledge of relevant financial rules, regulations and procedures. Ability to apply various administrative, financial rules and regulations in work situations. Ability to identify priority activities and adjust priorities as necessary. Ability to foresee risks and allow for contingencies when planning. Ability to work independently under pressure. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Punctuality is essential.
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.
Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
EducationPlanning 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.
Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
High school diploma or equivalent. Additional training in general administration is desirable.
Work Experience
A minimum of 5 years of progressive experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience in Enterprise Resource Planning system or similar is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.