Asset & Billing Administrative Assistant

Under the overall direction of the Head of Administrative and Billing manager within the Broadcast and Conference Support Section (BCSS), the Administrative Assistant, will be responsible for the following duties:

? Receive requests from Delegations, Meetings Services, and other UN entities and clients and process them into bookings ensuring the request is properly channeled to the relative BCSS unit(s) for action.
? To ensure that all incoming requests to BCSS, related to billable transactions (SAP/Umoja), for the audio and video technical services provided by BCSS; Conference, Production, and Engineering and Maintenance Operations are properly channeled and handled in a timely manner.
? Maintain liaison with clients and the relative BCSS units to provide for accurate translation of the services to be provided and provide estimates when applicable.
? From the processed requests, produce daily bookings schedule which is then rectified with the daily meetings and events schedules.
? Provide estimates to clients for reimbursable services and maintain data entry and electronic files as required 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 related training

Budget and Finance duties may include:

? Monitor status of expenditures and allotments through UMOJA, record variations, update budget tables.
? Consolidate data received and provide support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
? Review status of relevant expenditures and compare them with approved budget.
? Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
? Assist in the preparation of budget and/or utilization performance reports.
? Prepare statistical tables and financial reports.
? Reconcile and verify the accuracy of invoices submitted by service providers and clients

Administrative duties may include

? Prepare, process and follow-up on administrative arrangements and forms.
? Draft routine correspondence.
? Maintain files of rules, regulations, administrative instructions and other related documentation.
? Perform other related administrative duties, as required

The following qualifications and skills are required:
? High School diploma or equivalent and an Associate/First level Degree (2-year diploma)
? Progressively responsible experience within the field of finance, accounting, administrative services, or other related fields
? Knowledge of service provision and cost recovery administrative and financial procedures
? Proficient in office software including MS365, Project and SAP
? Fluency in spoken and written English required.
? Excellent communication skills, both verbally and in writing.
? Effective time management skills including the ability to prioritize and plan their own work to meet designated deadlines.
? Strong teamwork skills

Experience:

A minimum of four years of progressively responsible experience in administrative, asset and office support services: SAP (Umoja), based billing systems in a large organization; experience within the UN Secretariat, UN Common System or other international organization is desirable.


Work implies frequent interaction with the following:
Staff members in the work unit, section and requestors and recipients of SAP transactional matters contract and ad hoc payments, property management and asset tracking and stock and asset control throughout the Organizational unit.


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TRIGYN TECHNOLOGIES, INC. is an EQUAL OPPORTUNITY EMPLOYER and has been in business for 35 years. TRIGYN is an ISO 9001:2015, ISO 27001:2013 (ISMS),ISO 20000:2018 and CMMI Level 5 certified company.