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Fixed-term

Moscow, Russia

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 unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training 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. 
Budget and Finance
• Assists in the preparation and review of financial and human resource proposals/requirements.  Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants 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
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
General Administration
• 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.
• 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; identification of office technology needs and     maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Contract Administration
• Assists with day-to-day 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, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. 

A high school diploma or equivalent is required.

Seven years of experience in administrative services, finance, accounting, audit, human resources or related areas is required.
Experience in Microsoft Office is required.
Experience working with Enterprise Resources Planning (ERP) systems such as Umoja, SAP
or similar is desirable.
Experience using recruitment platform using online talent management systems such as Inspira, PeopleSoft or similar is desirable.
Experience providing administrative support (including budget preparation and monitoring
expenditure) to an office of the United Nations common system, or a comparable international
organization is desirable.

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Russian is required. Knowledge of another official United Nations language is desirable.

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

by 6 May 2023