Asset & Billing Administrative Assistant

• 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

• 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

• 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

• 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

Trigyn Technologies