Administrative Assistant at Fiji Mission to the United Nations

Location: New York
Last Date: May 25, 2010

Administrative Assistant
Fiji Mission to the United Nations
email: jobs@islandsfirst.org

The Fiji Mission to the United Nations is seeking to hire a full-time Administrative Assistant as soon as possible. The position will be based in New York. Please submit CV and cover letter to jobs@islandsfirst.org. Top candidates will be contacted for a telephone interview.

RESPONSIBILITIES

Accounts

1. Payments – Preparation of monthly payment vouchers and cheques to be passed for payment by Head of Mission & Second Secretary for allowances and bills

2. Stores & Supplies – proper stocking, stocktaking & accounting of all stationary supplies, office equipment and leases, gifts & any assets newly purchased for the Mission, including the residences of all Diplomats and that their individual inventories are recorded and regularly updated.

3. Monthly Accounts Reports – responsible for:

• Updating all Mission accounts at least fortnightly, managing monthly cash disbursements, and compiling notebook and statement of expenditure

• Preparation of monthly accounts returns to be vetted by the Second Secretary and approved by HOM for submission to HQ.

4. Book Keeping – keep accurate, neat and reliable books for the Mission

Administration

1. Leaver Register – Ensure that leave register for all staff of the Mission is updated quarterly and submitted to the DPR.

2. Mission vehicles – responsible for the registration of official & personal vehicles of the Mission and Diplomats, registration with the DOS Motor Vehicle Section on request for driver’s license, maintenance of Mission vehicle and lease.

3. Mission premises – ensure that the office lease and residential leases for diplomats are well maintained and their records updated.

4. Other duties – Be responsible for:

i. Liaison work with the Department of State as the Fiji Mission’s Administrative Point of Contact – not only for Mission staff or Diplomats but Fiji official delegates/delegations;

ii. Office of Foreign Missions – ensure that the proper Department of State forms (DOS) are used in the above process for registration of incoming officers and dependants which must be typed, vetted and endorsed by the Ambassador for issuance of diplomatic ID cards;

iii. DOS Visa Office – staff visas/work permits to ensure they are updated and no one is out of status;

iv. Registration of all Diplomatic officers and locally engaged staff (LES);

v. Check with the DOS Customs Clearance Section on the clearance of Mission staff’s household effects;

vi. Submit requests for new work permits and/or renewals;

vii. Board of Survey – regular survey of all Mission properties and assets and undertaking other responsibilities as directed;

viii. Mail processing – receiving, sorting, circulating and posting; and

ix. Occasional driving duties for the Mission from time to time as required by the Head of Mission.