Org. Setting and Reporting
The Office of the Special Envoy supports the implementation of the Secretary-General’s good offices General Assembly mandate on Myanmar.
This position is located in Nay Pyi Taw and will support the Office of the Special Envoy of the Secretary-General (OSESG) on Myanmar. The Administrative Associate reports directly to the Head of Office and to the Special Envoy of the Secretary-General on Myanmar.
Responsibilities
Under the direct supervision of the Head of Office and the Special Envoy of the Secretary-General on Myanmar, the incumbent is responsible for the following duties:
Human Resources Management
• Coordinates various actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with ESCAP administration/executive services as required.
• Reviews and processes personnel actions through Umoja.
• Advises staff on visa matters.
• 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.
• Coordinates with ESCAP on entitlements-related claims and reports.
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 reallocation of resources and implements the
reallocation 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.
• Assists managers in the elaboration of resource requirements for budget submissions.
• 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.
• Assists in the preparation of budget performance submissions.
• Assists in finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
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.
• Regularly liaises with Myanmar officials and local vendors
• 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)
• Drafts Note Verbales and letters for OSESG and the Special Envoy.
Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Identifies vendors, 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.
Document Management
• Responsible for the overall document management of the office, including security and confidentiality areas
Requirements:
Education: High school diploma or equivalent is required. A recognized first-level university degree in a relevant field is desirable.
Work Experience: A minimum of ten years of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience with UN ERP systems, such as Umoja, Inspira is highly desirable. Experience working with the United Nations Common System is an asset.
Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Burmese is required. Knowledge of another official United Nations language is an advantage.
Application Deadline: 22 February 2020
How to apply:
Apply here: www.unescap.org/jobs