Administrative Assistant (Donor Relations), New York, United States

## Administrative Assistant (Donor Relations), New York, United States - Organization:DPO - Department of Peace Operations - Office:DPO in New York, USA Organizational Setting and Reporting This position is located in the Policy, Advocacy, Donor Relations and Outreach Section of United Nations Mine Action Service (UNMAS) within the Office of Mine Action and Police (OMAP) in the Department of Peace Operations (DPO) in New York and works in direct support of the Donor Relations Team. The Administrative Assistant will report to the Political Affairs Officer (Donor Relations) of Policy, Advocacy, Donor Relations and Outreach Section. Established in 1997, the United Nations Mine Action Service (UNMAS) works to eliminate the threat posed by mines, explosive remnants of war and improvised explosive devices by coordinating United Nations mine action, leading operational responses at the country level, and supporting the development of standards, policies and norms. As a specialized service of the United Nations located within the Department of Peace Operations, UNMAS operates under UN legislative mandates of both the General Assembly and the Security Council. UNMAS also responds to specific requests for support from the UN Secretary-General or designated official. For more information on UNMAS please visit www.unmas.org. Within delegated authority, the Administrative Assistant will be responsible for the following duties: DONOR RELATIONS AND FUND MANAGEMENT - Monitors status of donor contribution and instalment payments through Umoja and ensures financial tracking tables are updated promptly tables. - Consolidates data received and provides support with respect to regular tracking of new agreements, proposals, and projected annual contributions to the UN Voluntary Trust Fund for Assistance in Mine Action. - Reviews status of relevant donor funding transactions and compares with approved budget and verifies accuracy of input data, ensuring consistency of data in ERP and other databases. - Assists in the preparation of budget performance submissions and the financial backstopping of trust funds, including monitoring the status of voluntary contributions, generating expenditure reports from Umoja and monitoring reporting requirements by donors. - Prepares financial data analysis tables and financial reporting notifications. - Assists and liaises with Budget and Finance section in setting up ERP (Umoja) project structure and budgets. Records expenditures for various sources of funding. - Keeps up-to-date on documents/reports/guidelines that have a bearing on matters related to contribution agreements, issuance of grants, and deposits , ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures. GENERAL ADMINISTRATION - Prepares, processes and follows-up, as back-up support, on administrative arrangements and forms related to the official travel of staff. - Drafts routine correspondence with respect to enquiries related to relevant financial and budget matters as well as donor relations matters. - Maintains files of rules, regulations, administrative instructions and other related documentation on behalf of the Donor Relations Team. - Maintains up-to-date work unit files (both paper and electronic). - 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 a back-up, 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 administrative arrangements for seminars, conferences and translations. HUMAN RESOURCES MANAGEMENT - Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., as needed, ensuring consistency in the application of regulations and procedures. - Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems, as needed. PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. High school diploma or equivalent is required. Job - Specific Qualification A minimum of five (5) years of experience in finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resource Planning (ERP) system is required. Experience in the use of Excel spreadsheets and word processing applications is required. Experience with performing qualitative and quantitative analysis and reporting on the basis of large data sets is required. Experience managing Trust Funds and implementing partners is desirable. Experience with budget formulation, implementation, monitoring and reporting in line with the principles of results-based budgeting is desirable. Experience working with the United Nations systems and procedures as they relate to the Financial and Staff Regulations, Rules and procedures is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. - This position is temporarily available until 16 February 2027. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. - While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. - Subject to the funding source of the position, the eligibility for this temporary job op