Administrative Assistant Vacancy-Job Ref:ACBHUN/1111/202151

Administrative Assistant Vacancy-Job Ref:ACBHUN/1111/202151

Manama (Bahrain)

JOB DESCRIPTION
ORG. SETTING AND REPORTING
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. 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.
The position is located in the UN RCO in Manama, Kingdom of Bahrain.
The Administrative Assistant works under the overall guidance of and reports directly to the RCO Strategic Planner and Team Leader and coordinates closely with the Executive Associate. The working environment entails working collaboratively with the UN RCO team and Agencies staff and external counterparts for the successful achievement of the responsibilities and assigned tasks.

RESPONSIBILITIES
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
HUMAN RESOURCES MANAGEMENT:
• Initiates, reviews, processes and follows-up on actions related to the administration of the Resident Coordinator Offices (RCO) human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, visas and residency etc., ensuring consistency in the application of UN rules and procedures.
• 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.
• Monitors staffing table and prepare relevant statistical data/charts, including for UNDSS staff lists. Acts as security warden for the RCO.
BUDGET AND FINANCE:
• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to RCO’s budget 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
• Assists in the management and reporting of the Resident Coordinator Office (RCO) petty cash.
• Co-ordinates with Headquarters and Regional finance and budget staff on related issues during preparation of budget reports.
GENERAL ADMINISTRATION AND IT SUPPORT:
• 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.
• Manage the Resident Coordinator Offices (RCO) IT requirements, including identification of office technology needs and maintenance of equipment, software and systems.
• Performs other related administrative duties, as required (e.g., asset management, operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; organizing and coordinating seminars, conferences and translations).
• Acts as a focal point for Enterprise Resources Planning (ERP – known as Umoja in the UN) 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 Enterprise Resources Planning (ERP – known as Umoja in the UN), 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 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, swipe-card access and door keys.

COMPETENCIES
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

EDUCATION
High school diploma or equivalent is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

WORK EXPERIENCE
A minimum of seven (7) years of progressively responsible experience in administrative services, IT, finance, accounting, audit, human resources or related area is required.
Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.
Work experience with Information Technology systems is desirable.

LANGUAGES
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Arabic is required. Knowledge of another official United Nations language is an advantage.
NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of’ confident” in two of the four areas.

ASSESSMENT
Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.

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