SENIOR ADMINISTRATIVE ASSISTANT (Temporary Job Opening)

Org. Setting and ReportingThis position is located in the Automated System for Customs Data (ASYCUDA) Programme in the Division on Technology and Logistics (DTL) of the United Nations Trade and Development (UNCTAD) in Dushanbe, Tajikistan. The incumbent reports to the ASYCUDA Regional Coordinator for Europe and Central Asia. ResponsibilitiesUnder the supervision of the ASYCUDA Regional Coordinator for Europe and Central Asia the Senior Administrative Assistant will be responsible for the following duties: Human Resources Management: • Coordinates various actions related to the administration of the unit’s human resource activities as required, ensuring consistency in the application of UN rules and procedures and in liaison with central administration/executive services. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. • Advises staff on visa matters. • Provides advice and answers general queries on classification procedures and processes. • 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 staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance: • Provides expert assistance in the preparation and development of the unit’s work programme and budget. • Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary. • 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. • Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) 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. General Administration: • Provides guidance, training and daily supervision to other general service staff in the area of responsibility. • Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate. • 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations). • Assists 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. Contract Administration: • Assists with administration of contracts between the UN and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff. 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. • 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. • Planning & 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. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceA minimum 10 years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum is reduced to eight (8) years for candidates who possess a first-level university degree or higher. 1 year or more of experience in data analytics or related area is desirable. Experience working with international organizations, such as the United Nations, is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Russian and Tajik are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).