Individual Contractor - Administrative Assistant

Result of Service 1. Job vacancies posted, staff’s contracts managed timely, accurate researched information, interviews coordinated independently, interview reports/memos/letters/emails drafted with minimal revision

2. Budget monitored regularly, transactions updated and database maintained regularly

3. Travel requests reviewed timely, consultant payments processed timely, office procedures communicated correctly and followed by staff

Work Location United Nations Global Compact

Expected duration Six (6) months with possibility of extension, subject to satisfactory performance, need the of the Office, and funding.

Duties and Responsibilities This assignment is with the United Nations Global Compact Office (UNGCO) in New York. The Individual Contractor reports to the Associate Administrative Officer.

The United Nations Global Compact (UNGC) is the United Nations' voluntary corporate sustainability initiative in the areas of human rights, labour, the environment, and anti-corruption. It revolves around ten universal principles drawn from four key international instruments in these areas. The Global Compact Office is the United Nations entity responsible for the overall management and coordination of the Global Compact initiative. It pursues two complementary objectives: (1) making the Global Compact and its principles part of business strategy and operations everywhere; and (2) facilitating cooperation among key stakeholders by promoting partnerships and collective action in support of United Nations, and the United Nations Sustainable Development Goals (SDGs).

Duties and responsibilities: Under the direct supervision of the Associate Administrative Officer and the overall guidance of the Senior Programme Officer (Governance and Sustainability), the Individual Contractor will be responsible for the following duties:

1. Human Resources:

• Researches information and drafts response to enquiries to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

• Organizes interviews, takes notes, prepares draft interview reports

2. Budget and Donor Relations

• Assists the office to communicate and engage donor governments by responding to and initiating all donor queries, providing updated activity reports and other documentation to donors as needed.

• Assists in coordinating with other finance and budget staff on related issues during preparation of budget reports.

3. Programme and General Administrative Support

• Drafts routine correspondence to respond to enquiries with respect to relevant administrative, Consultant, and personnel matters.

• Coordinates regularly, and as needed, with service units such as the Executive Office, Travel Office, Office of Human Resources Management, and Umoja HDG on matters pertaining to the Global Compact and liaises frequently with internal team members at the Global Compact Office, and with international offices as needed.

• Performs other related administrative duties, as required (e.g., monitoring accounts and payments to individual contractors for services; proofreading documents, reports, memos and letters).

• Assists in updating and compiling draft reports as needed; and maintains various drafts for dissemination to different audiences.

• Assists UN staff with Umoja queries related to Travel, Time and Attendance, contract extensions, dependency benefits, and other administrative matters.

• Assists with the administration of UN Consultant and Individual Contractor contracts; liaises with EO and Umoja HDG team to create shopping carts, and for the creation of Consultant and IC contracts.

• Processes the monthly payment of consultants invoices and monitors payments. Monitors office compliance with respect to Consultant and Individual Contractor performance evaluations.

• Reviews and submits all UN forms and permissions on behalf of the UN Global Compact to the Executive Office, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

  Qualifications/special skills Academic Qualifications: High school diploma is required. First level university degree is desirable. Experience: A minimum of 2 years of experience in providing administrative support is required.

Experience with Human Resources related work, including recruitment, contract management, interviews coordination, is desirable.

Experience with travel arrangement and travel processes is desirable.

Experience working with a large international organization is desirable.

Experience using office applications (MS Word, Excel, PowerPoint) with a high level of proficiency is desirable.

Experience working with Enterprise Resource Planning (ERP) systems is desirable. Language: Fluency in English is required.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.