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This post is located in the United Nations Analysis and Outreach Hub on Children and Armed Conflict in Doha, Qatar. The Hub represents the Office of the Special Representative of the Secretary-General for Children and Armed Conflict (OSRSG-CAAC) in Qatar. The mandate and work of the OSRSG-CAAC derives from General Assembly Resolution 51/77 and subsequent General Assembly resolutions, as well as successive Security Council resolutions on children and armed conflict. The incumbent will report to the Head of the Analysis and Outreach Hub.
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties: BUDGET AND FINANCE • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions. • Prepares statistical tables and standard financial reports. • Manages petty cash, ensuring proper documentation, accurate distribution, and adherence to financial procedures, including tracking expenses, reconciling balances, and preparing reports as required. GENERAL ADMINISTRATION • 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 the OSRSG-CAAC and liaises frequently with internal team members both at Headquarters and in Brussels. • Coordinates and communicates with relevant government entities for office-related needs, such as licenses, visa applications, and other government-related requirements, ensuring compliance with official protocols and procedures. • Oversees the Analysis and Outreach Hub on CAAC vehicle usage, ensuring regular maintenance, and adherence to safety and organizational protocols, while efficiently coordinating transportation needs. • 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.