Asset & Billing Administrative Assistant

Job Description :

Under the overall direction of the Head of Administrative and Billing manager within the Broadcast and Conference Support Section (BCSS), the incumbent,

The Administrative Assistant, will be responsible for the following duties :

• To ensure that all incoming requests, related to billable transactions (SAP), for the audio and video technical services are properly channeled and handled in a timely manner.
• Receive requests from Delegations, Meetings Services, and various other entities and clients and process them into bookings ensuring the request is properly channeled to the relative unit(s) for action.
• Maintain liaison with clients and the relative units to provide for accurate translation of the services to be provided and provide estimates when applicable.
• From the processed requests, produce and oversee the daily bookings schedule which is then rectified with the daily meetings and events schedules.
• Provide estimates to clients for reimbursable services and maintain electronic files for client billing support documentation.
• Provide quality assurance by scrutinizing the bookings from initial requests to completion of work by the units.
• Review the booking procedure and provide management with recommendations to improve and develop standard procedures.
• Provide colleagues with training on the use of the live database relative to the processing of client’s requests.

Budget and Finance Duties

• Monitors status of expenditures and allotments through SAP, record variations, update budget tables.
• Consolidates data received and provide support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compare 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.
• Audits and process the payment of contractors’ invoices.
• Reconciles and verify the accuracy of invoices submitted by the contractor against time and attendance records of contractual staff and services requested and approved by the client.
• Refers to the detailed terms and conditions of the contract and any rules and regulations, local laws and other collective bargaining contracts material to the contract.
• Verifies the accuracy and legitimacy of all documents relating to benefits and entitlements and insurance policies such as : medical invoices and certificates, tax contributions, pension and annuity contributions and insurance policy contributions.
• Ensure the correct adjustment of tax payments or credits due.
• Ensure that the contractors’ invoices are debited from the appropriate accounts either directly or by miscellaneous obligations (OBMO), monitoring the payment through all stages.

Inventory & Administrative Duties

• Prepare, process and follow-up on administrative arrangements and forms.
• Draft routine correspondence.
• Maintain files of rules, regulations, administrative instructions and other related documentation.
• Maintain up-to-date work unit files (both paper and electronic).
• Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field.
• Perform other related administrative duties, as required, ., monitoring accounts and payment to vendors and individual contractors for services, physical space planning, organizing and coordinating administrative arrangements for meetings.
• Prepare and process all forms and permission for contractual section staff, including grounds passes, property passes, parking permits, swipe-card access and door keys;
• Issues a variety of expendable and non-expendable supplies and capital items, audio-visual and other equipment, furniture, machinery or other stored items;

inspects incoming orders to assure presence of invoice material; considers future usefulness of returned goods and determines stock to follow established supply requirement to replenish stocks based on past usage and anticipated future demand.

• Communicates with the office space project managers to understand the furniture needs of the projects and coordinate the ordering and delivering of furniture for these projects.
• Provides training and advises to Property Record Custodians from all Departments on inventory-related matters.
• Prepares requisitions and enters data to initiate requisition process.
• Enters data on all incoming expendable and non-expendable property, acquisitions, disposals, transfers, deletions, and corrections.
• Updates the Property Record Custodians database according to Departmental requests.
• Participates in periodic physical inventories of equipment to ensure accuracy of serial and decal numbers, stock descriptions, net total on hand and exact location of property.
• Coordinates delivery of accountable property.
• Arranges contents of logistics stocking and receiving areas in a manner that maintains a safe working environment.
• Processes incoming field mission Local Property Survey Board (LPSB) cases for submittal to Headquarters Property Survey Board (HPSB).
• Prepare and process administrative arrangements for contractual staff being sent on Special Service Agreement, including calculation of entitlements and processing of forms relating to travel, etc.;
• Assist with the administrative processes in providing services of the unit, section or service to authorized clients,
• Perform other related administrative duties as required, . official travel arrangements, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate administrative arrangements for meetings.

The following qualifications are required :

• High School or equivalent diploma.
• Progressively responsible experience within field of finance, accounting, administrative services, or other related fields
• Knowledge of industry standard administrative procedures as well as applicable financial rules and procedures
• Strong knowledge of core software’s; Word, Excel, Access, SAP HTML
• Fluency in oral and written English required.
• Excellent communication skills, both verbally and in writing.
• Effective time management and ability to plan own work to meet designate deadlines.
• Strong teamwork skills

Experience :

A minimum of four years of progressively responsible experience in administrative, asset and office support services : SAP, based billing systems in a large organization and IPSAS, all relevant aspects of logistics;

experience within the international organization is desirable.