Senior Administrative Assistant (GS-6)

Principal Functions:

Under the supervision of the Head of General Support Services, the incumbent shall perform the following functions:

Budgetary Management Assistance:

1. Execute invoice processing, budget implementation, and proactive forecasting on the available financial possibilities and budget.
2. Monitor the financial status of the GSS and FMS sections and update the head proactively with financial overviews, including forecasts and possible deviations.
3. Review, analyse, and contribute to the finalisation of cost estimates and budget proposals, including programmatic facets; ensure alignment with the Medium-Term Plan and other legislative mandates.
4. Assist GSS and FMS managers in outlining resource prerequisites for budget submissions.
5. Oversee budget implementation/expenditures, recommending reallocation of funds as exigencies arise.
6. Scrutinise requisitions for goods and services, ensuring precision in charging expenditure objects and fund availability.
7. Contribute to the preparation of budget performance submissions and tailored financial reports.
8. Analyse deviations between approved budgets and actual expenditures.
9. Assist the section concerning Budgetary and Financial Reporting, and support in addressing internal and external auditor inquiries.
10. To assist in the IPSAS-compliant financial reporting aligned with the OPCW ERP system.
11. Perform any other duties, as requested by the head of the applicable sections and Budget and Finance Branch (BFB).

Procurement and Contract Administration

Assists the Contract Management Officer with:

1. Data and reports for monitoring of contract performance.
2. Maintaining contract compliance checklists and implementation plans.
3. Contributing input to the statement of works/requirements, performance standards, and Key Performance Indicators.

Supplies, Inventory and Asset Management

1. Responsible for stationery and office supplies management in support of the whole Organisation, inclusive of procurement tasks, in close cooperation with the Communication Management Assistant.
2. Contribute to the Organisation's annual physical inventory and scrutinise its alignment with financial reporting.

General Administration

1. Assist in collating and analysing data for the preparation of presentations and reports.
2. Create comprehensive spreadsheets and presentations, for example on energy savings and utility costs.
3. Provide input to inter-agency cooperation platforms.
4. Participate in the refinement, implementation, and enhancement of office policies and procedures.
5. Ensure precise digital record-keeping to ensure accountability.
6. Oversee parking administration.
7. Provide guidance and training to fellow general service staff within the designated responsibility.
8. Foster seamless coordination with service units and establish recurrent liaisons with internal team members, both situated at Headquarters and the ChemTech Centre.
9. Fulfil any other duties and tasks as required in line with the position's responsibilities.

RECRUITING PROFILE: 

Education (Qualification):

Essential: High School Diploma or equivalent diploma of higher secondary education.

Desirable: Possession of a bachelor’s degree or equivalent higher education. Supplementary training in administration, project/programme administration, or related fields is expected. Additional training in Finance.

Experience:

Essential:

• A minimum of six years of progressively responsible and related experience in administration support services within international organisations, including financial administration and contract management.
• Demonstrated proficiency in MS Office.
• Proficiency in the application of Enterprise Resource Planning (ERP) systems.

Skills and Abilities (key competencies):

1. Professionalism

   Ability to perform a broad range of administrative functions, apply knowledge of various OPCW administrative, financial and human resources rules and regulations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; observes deadlines; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

2. Technological Awareness

   Solid computer skills, including working with databases and producing statistical reports.

3. Planning and organising

   Strong organisational and time-management skills. Develops clear goals that are consistent with agreed strategies; can prioritise 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; Can work semi-independent and is able to multitask.

4. Client Orientation

   Ability to identify client’s needs and find appropriate solutions.

5. Communication

   Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

6. Teamwork

   Proven interpersonal skills; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

7. Accountability 
   Aligning actions with the organisation's mission, adhering to ethical principles, utilising resources responsibly, contributing to achieving   the OPCW's global objectives.

Language Requirements:

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.