Administrative assistant - Montesquieu Institute

Extract and input data from various sources in administrative, human resource, procurement and other WFP corporate systems;

Extract, input, review for accuracy and file data from various sources;

Maintain a selected number of administrative control records, such as for commitments and expenditures, travel, insurance, procurement and other;

Initiate and process administrative actions such as those found in human resources, travel, procurement, disbursement;

Monitor status of expenditures and allotments through WFP corporate systems, record variations, update budget tables and consolidate data;

Review status of relevant expenditures and compare with approved budget; Assist in preparation of budget performance submissions;

Review supporting documentation, verify claims for action and conformance with administrative rules and regulations and liaise with other offices as appropriate;

Make computations, calculations and estimates and prepare various reports or periodic reports including tables, charts, statistics by providing basic analysis as requested;

Respond to queries from a variety of sources by providing information, advice and guidance on rules and regulations related to area of work or direct to the most appropriate source;

Draft moderately complex correspondence related to the area of responsibility;

Design and update charts and tables utilizing graphic tools, design hard copy and computer resident forms; initiate, update and track computer assisted processing of administrative actions;

Assist with day-to-day administration of contracts with external contractors; check contractors’ invoices against the goods and services provided and process payments;

Search for, retrieve, compile, assemble and archive a variety of statistical data from computer files, records, reports or from other sources for internal/external use; Provide analysis as requested;

Make travel arrangements in line with administrative rules and procedures;

Provide information related to the above functions and exchange a variety of statistical information;

Coordinate and/or arrange meetings such as workshops and seminars;

Coordinate extensively with service units and liaise frequently with staff both at the duty station and outside the duty station of assignment;

Set up, classify and maintain files;

Initiate and modify automated transactions;

Perform other related duties as required.

Competencies

Action Management

Communications

Ethics & Values

Teamwork

Behavioral Flexibility

Client Orientation

Initiative

nterpersonal Relations

Judgment

Required Skills and Experience

Education:

Completion of secondary school education.

Experience:

At least four years of progressively responsible support work experience in general administrative work. At least one year at the G4 level or equivalent.

Knowledge:

Training and/or experience utilizing computers, including word processing, spreadsheet and other WFP standard software packages and systems. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.

Language:

Fluency in both oral and written communication in English and Arabic.

Desirable Skills:

Formal training in administration. Knowledge of WFP administrative manuals in the area of finance, budget, human resources, transport, procurement or travel. Working knowledge (level C) and/or limited knowledge (level B) of other official UN languages, depending on area of work. Typing 35 wpm in English

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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