Senior Administrative Assistant (GS-6)

Senior Administrative Assistant (GS-6)

Job Summary

The General Support Services Section (GSS) manages the multi-disciplinary support service activities of the Organisation to allow the staff to perform their functions in a safe and efficient working environment. GSS has extensive responsibilities for managing resources and supporting operational activities that are vital to the Organisation’s success.  GSS must conduct its work in close cooperation with the Facilities Management Section (FMS) in the areas of budget and contract management.

The incumbent will undertake a diverse range of support tasks covering the budgetary and administrative aspects of the GSS and FMS section. This includes assistance with budget formulation, management, control, financial and related reporting, stationery and general supply management, procurement assistance (requisitions and purchase orders), asset management, Enterprise Resource Planning (ERP) system.

Main Responsibilities

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

Budgetary Management Assistance:

• Execute invoice processing, budget implementation, and proactive forecasting on the available financial possibilities and budget;

• Monitor the financial status of the GSS and FMS sections and update the head proactively with financial overviews, including forecasts and possible deviations;

• 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;

• Assist GSS and FMS managers in outlining resource prerequisites for budget submissions;

To view a complete outline click here.

Qualifications and Experience

Education

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.

Knowledge and 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 Competencies

Abilities (key competencies):

a) 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.

b) Technological Awareness:

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

c) 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.

To view a complete outline click here

Languages

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.

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