Administrative Assistant

UNRCO YEM organization mission TBD

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. This position is in the UN Resident Coordinator's Office in Aden, Yemen. The Administrative Assistant will report to the Head of the Resident Coordinator’s Office under the overall leadership of the UN Resident Coordinator.

Within delegated authority, the incumbent will be responsible for the following duties:
BUDGET AND FINANCE:
• Assists in all financial, procurement and human resource requirements for the office in Aden in close cooperation with the Administrative Assistant and the Executive Associate.
• In consultation with the Administrative Assistant monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists the Head of Office in the elaboration of resource requirements for budget submissions. Monitors expenditures and provides monthly reports.
GENERAL ADMINISTRATION:
• Maintains a repository of communication with the Government of Yemen, and translates correspondence to respond to inquiries in respect to the work of the RCO, as instructed by the Head of Office.
• Coordinates extensively with UNDP, OCHA, UNRCO Administrative Assistant, UNRCO Executive Associate, and other agencies based in Aden as requested on administrative matters related to the operation of the RCO in Aden.
• 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 meetings, conferences and translations).
• 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.
• Ensures proper functioning of the office, with filing of documents, office supplies, maintaining records of inventory and expenditure. Provides brief report every three months to the supervisor.
OPERATIONAL SUPPORT
• Provides events management, logistical and operational support to upcoming events, meetings, including communication and outreach with various stakeholders engaging in the events, registration and provision of logistical coordination for the various other meetings.
• Provide verbal (consecutive and simultaneous) translation and interpretation services during meetings between Arabic and English (and vice versa).
• Translates documents and correspondence as needed/required, ensuring accuracy and confidentiality.
• Maintains and updates the calendar of events for the UN in Aden where RCO in Aden is required to attend.
• Performs any other related duties as may be assigned by the Supervisor.
RESULTS EXPECTED
• Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work budget/financial management, general administration and operations functions.