Senior Security Administrative Assistant (GS-5)

Principal Functions

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Provide effective and efficient general administrative support to the OCS Operations Security Section:

1.     Receives screens and distributes all incoming Operations Security Section correspondence;

2.     Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters;

3.     Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, equipment purchase, service and supply requisitions, conference room bookings, etc.;

4.     Assists in the organisation and coordination of seminars and conferences like the Conference of State Parties or Confidentiality Commission in coordination with CIS;

5.     Maintains an agenda of planned Operations Security Section meetings, takes minutes to accurately record all Section meetings, and provides related background documentation as necessary;

6.     Maintains and keeps up-to-date all Operations Security Section files, records, logs, and registers; ensuring that all are easily accessible;

7.     Tracks Section documentation using the Correspondence Management System (CMS) and ensures all Section documents are properly delivered to appropriate addressees for action.

Provide effective and efficient administrative support for all budget and finance matters pertaining to all OCS:

8.     Provides expert assistance in the preparation and development of OCS’s work programme and budget;

9.     Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary;

10. Monitors expenditures and compares with approved budget; brings to the attention of respective managers any budgetary requirements or potential problem areas that may need to be addressed;

11. Assists managers in the elaboration of resource requirements for budget submissions;

12. Provides assistance in the review, and preparation of the medium-term plan and its revisions;

13. Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures;

14. Prepares or customizes financial reports from ERP system generated reports;

15. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports;

16. Acts as Receiving Officer for the receipt of OCS invoices.

Provide effective and efficient administrative support for all procurement matters pertaining to all OCS:

17. Maintain all OCS procurement administration, including (Direct) Purchase Orders, requests for Procurement and other necessary procurement documentation;

18. Raises requisition on behalf of the Requisitioner or requisitioning unit; creates and processes all OCS Purchase Orders & Direct Purchase Orders;

19. Performs other related duties as assigned by the Head of OCS Operations Security.

Knowledge and Experience

Education

Essential

High School Diploma or equivalent.

·        Significant skills in using modern personal computer equipment and software are essential;

·        Knowledge of Windows based word-processing and database or spreadsheet programmes is essential.

Desirable

·        Training and/or courses in finance, budgetary & procurement matters is highly desirable;

·        Knowledge of common security and safety procedures would be an asset.

Experience

Essential

-         At least 4 years of progressive responsible experience in administrative services, finance, accounting, audit, human resources or related area;

-         Experience in finance, budgetary & procurement activities is essential.

Desirable

-         In-depth knowledge of the an ERP System is highly desirable.

Skills and Abilities (key competencies)

1.     Basic problem solving skills;

2.     Effective time-management abilities;

3.     Flexibility and ability to work steadily with several ongoing tasks;

4.     Very detail orientated;

5.     Tact, accuracy and discretion;

6.     Work independently following established rules and procedures;

7.     Solid verbal and written communication skills;

8.     Proven customer-service orientation, with a supportive communication style;

9.     Focus on collaborative teamwork within a supportive environment;

10. Good interpersonal skills, and the proven ability to work harmoniously in a multi-cultural environment;

11. Computer literacy, including good working knowledge of Windows based word-processing, spreadsheets and databases as well as a working knowledge of an ERP or related HR systems.

Language Requirements

An excellent command of English is essential. A working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, or Spanish) is desirable.