Human Resources Management:

• •  Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency in the application of UN rules and procedures.
  •  Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.

General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.

Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.

General Administration

•  Provide various administrative support in managing the day-to-day operations of the Travel, Shipping and Visa Unit.
•  Handle incoming and outgoing correspondence, draft routine correspondence according to the United Nations standards; prioritize and follow up on pending actions.
•  Screen telephone calls as well as visitors and answer queries with discretion.
•  Disseminate information of matters related to Travel, Shipping and Visa office to all entities via Iseek and internal broadcast.
•  Drafts routine correspondence signature by the Chief of the Unit.
•  Maintains files of rules, regulations, administrative instructions and other related documentation.
•  Maintains up-to-date work unit files (both paper and electronic).
•  Maintain records for the Unit’s time and attendance and performance appraisal.
•  Prepare annual leave schedules for approval by Chief of Unit.
•  Performs other related administrative duties, as required, e.g., Maintaining a team training calendar; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems.