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Job Summary
We are looking for a Senior Security Administrative Assistant (GS-5) to provide effective and efficient administrative support to The Office of Confidentiality and Security.
The main objective for the post is to ensure the successful implementation of all administrative processes related to budget finance and procurement matters.
Main Responsibilities
The Administrative Assistant will be responsible for the following duties:
1:
Receives screens and distributes all incoming OCS mail, correspondence and deliveries. Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. Handles a wide range of administrative duties/processes (e.g. travel arrangements, visa applications, expense statements, on-boarding/off-boarding, briefings & presentations etc.). Assists in the organisation and coordination of seminars and conferences like the Conference of State Parties and the Confidentiality Commission. Assists and supports OCS, takes minutes to accurately record meetings where required, and provides related background documentation as necessary. Maintains and keeps up-to-date OCS files, records, logs, and registers; Supports annual asset management by ensuring all OCS physical assets are registered and administered. Tracks OCS documentation using the Correspondence Management System and ensures all OCS documents are properly delivered to appropriate addressees for action. Assist OCS with data collection and display through Excel and Power BI. Serves as an alternate for SAP related updates and States Party notifications Serves as an alternate for offboarding approvals via the electronic out-processing mechanism. Serves as an alternate for travel security related administrative tasks and approvals.2.
Provides expert assistance in the preparation and development of OCS’ work programme and budget. 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. Provides monthly and ad-hoc bespoke reports on budget and financial matters to OCS management. 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. Assists managers in the elaboration of resource requirements for budget submissions. Provides assistance in the review, and preparation of the medium-term plan and its revisions. Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures Prepares or customizes financial reports from ERP system generated reports. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports Acts as Receiving Officer for the receipt of OCS invoices.3:
Maintain all OCS procurement administration, including (Direct) Purchase Orders, requests for Procurement and other necessary procurement documentation. Raises requisition on behalf of the Requisitioner or requisitioning unit; creates and processes all OCS Purchase Orders & Direct Purchase Orders.
Qualifications 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 SharePoint and Power BI is highly desirable; Knowledge of common security and safety procedures would be an asset.
Knowledge and Experience
Essential:
At least 4 years of progressive responsible relevant 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 OPCW ERP System is highly desirable.
Skills and Competencies
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 OPCW administrative, financial and human resources rules and regulations in work situations.
Overall abilities include:
Basic problem solving skills; Effective time-management abilities; Flexibility and ability to work steadily with several ongoing tasks; Very detail orientated; Tact, accuracy and discretion; Work independently following established rules and procedures; Solid verbal and written communication skills; Proven customer-service orientation, with a supportive communication style; Focus on collaborative team work within a supportive environment; Good interpersonal skills, and the proven ability to work harmoniously in a multi-cultural environment; Computer literacy, including good working knowledge of Windows based word-processing, spreadsheets and databases and Microsoft Office applications, as well as a working knowledge of an ERP or related HR systems.
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.
