ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

The position is located in the Salaries and Allowances Division of the International Civil Service Commission (ICSC). Salary Administration Assistant supports staff in the Division and reports to the Chief of Division.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties: GENERAL ADMINISTRATION

• Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff;
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Performs other related administrative duties, as required, e.g., physical space planning; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. PROGRAMME SUPPORT
• Provides crucial support for meetings such as Commission sessions, workshops, meetings with external collaborators and international organizations; prepares background materials, takes notes, drafts abstracts and finalizes and circulates reports, as appropriate and as directed.
• Maintains mailing lists of relevant recipients of information products from the Salaries and Allowances Division, ensuring that these are up-to-date.
• Researches and summarizes information on salary issues for use by professionals in the drafting of technical reports.
• Calculates salaries, allowances and DSA entitlements and performs preliminary analysis and reduction of data as instructed for incorporation in salary reports and provides information on non-technical salary-related issues as appropriate. COMPENSATION SUPPORT
• Provides statistical and administrative support for activities undertaken by the Salaries and Allowances Division, including, but not limited to, the establishment of the DSA rates, analysis of General Service salary survey data and computation of allowances.
• Revises established DSA rates on the basis of currency exchange rate fluctuations.
• Maintains computerized DSA database and prepares monthly circulars and cables issuing new and modified DSA rates.
• Prepares relevant background documentation for survey specialists.
• Provides research assistance in the analysis of survey data collected, enters data on salaries and allowances; identifies inconsistent/anomalous data, proposes corrections where possible and brings to the attention of survey specialist.
• Carries out tax calculations, as well as a range of other salary determination techniques, e.g., 75th percentile, average, etc.

Competencies

PROFESSIONALISM: Ability to perform a broad ...