Administrative Assistant

Org. Setting and Reporting

This position is located in the Administrative Section (AS), Facilities and Commercial Activities Service (FCAS) in the Division of Administration (DOA) in the Department of Operational Support (DOS). The Administrative Section provides programme, administrative and information management support to FCAS as well as property management, help desk and reception services to United Nations (UN) Headquarters entities, delegations and visitors. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop and the United Nations Postal Administration. The incumbent reports to the Chief of the Administrative Section.

Responsibilities

Under the overall guidance of the Chief of the Administrative Section (AS) and under the direct supervision of the Administrative Officer, the incumbent is responsible for the following: Contract Administration:

• Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services, particularly lease contracts.
• Assists the Section in monitoring leases between the UN and various landlords, with special emphasis on agreement terms, expiration dates and approved Not-To-Exceed amounts.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Raises requisitions and request purchase orders, as needed.
• Processes the payment of contractors' invoices and monitors payment. Analyzes expenditure and ensures that they are within the allotted funds and according to lease agreement.
• Assists the Section in drafting correspondence and coordinating with the Procurement Division regarding renewal/extension.
• Serves as a focal point for establishing and maintaining lease contracts. Budget and Finance:
• Assists managers in the elaboration of resource requirements for budget submissions, particularly for the regular budget and provides supporting documents as required.
• Prepares cost plans for the Headquarters special account for rental of premises.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing varian...