Administrative Assistant

Responsibilities:

• Screen and monitor Global Management System (GSM) HR Dashboard for all staff categories and initiate necessary HR actions on time, follow up with staff members and managers on timely completion of PMDSs.
• Initiate recruitment actions; complete necessary forms; ensure timely finalization of recruitment and selection procedures.
• Guide department staff on appropriate contractual modalities and corresponding procedures in compliance with the staff rules and other policies; and on development and processing of HR and activity workplans.
• Compile HR and financial data for presentation to decision-makers and take necessary administrative action to implement decisions.
• Manage non-staff contractual arrangements including processing APWs and consultant contracts and follow up with GSC and with technical units on delivery of assignment reports, effecting payments, etc.
• Implement decisions related to distribution of funds received by the department, ensure that received funds are reflected and linked to the respective workplans, and initiate project funding requests.
• Monitor award expiry dates, alert responsible staff, and liaise with relevant stakeholders regarding necessary actions to extend awards.
• Review staff and non-staff salary workplans and analyse available funds allocated for department positions in close coordination with supervisors, technical staff, BFS and Programme Planning, Monitoring and Evaluation Unit (PME) in order to ensure necessary funds are secured.
• Initiate correspondence to verify information, answer queries and obtain additional information on HR and financial matters.
• Replace other administrative staff and perform other relevant duties within their scope of responsibility, as required.