Senior Administrative Assistant

The Senior Administrative Assistant position is located within the Common Administrative Platform at United Nations Headquarters in New York. The role provides comprehensive administrative and operational services including human resources management, financial administration, travel, and general administrative support to client entities under Client Desk 4, ensuring compliance with UN regulations and policies.

Responsibilities

• Serves as the primary focal point for client entities under the purview of Client Desk 4.
• Provides advice to staff of the client entities on human resources matters including contractual status, benefits, entitlements, travel, and visa-related issues.
• Coordinates and liaises with specialized desks supporting Client Desk 4 to ensure timely completion of human resources actions including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation.
• Maintains and monitors vacancy announcements for client entities.
• Responds to queries related to classification procedures and processes.
• Monitors, reviews, and takes corrective action on personnel transactions as required.
• Provides guidance to staff and affiliate personnel on conditions of service, duties, responsibilities, privileges, and entitlements under Staff Rules and Regulations.
• Manages staffing tables for entities under Client Desk 4 and monitors Umoja staffing tables for HR actions.
• Collects data and prepares customized financial and human resources reports.
• Assists in review and preparation of budget documents and proposals ensuring compliance and accuracy.
• Assists managers in elaboration of resource requirements for budget submissions and budget performance submissions.
• Provides guidance, training, and daily supervision to General Service staff within assigned area.
• Assists in drafting human resources documents and supports related activities.
• Identifies and resolves diverse issues/problems and determines appropriate actions.
• Assists with data collection, analysis, and preparation of presentations and reports for information sharing and decision making.
• Coordinates closely with client entities, CAP/NY specialized desks, and internal team members at Headquarters and other locations.
• Performs other related administrative responsibilities including operational travel programme, monitoring and payment to consultants and individual contractors, physical space planning, office technology needs, and maintenance of equipment and systems.
• Assists with visualizations and updating information material such as web pages or brochures.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Prepares and processes all UN forms and permissions for contractual and work unit staff including grounds passes, property passes, parking permits, swipe-card access, and door keys.

Requirements

• High school diploma or equivalent is required.
• A minimum of 10 years of progressively responsible experience in administrative services, finance, audit, human resources, or a related field is required.
• The minimum year of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher.
• A minimum of 5 years of experience with UN administrative processes using Umoja or a similar ERP system, including financial functions, travel, HR actions, or procurement routing, is required.
• Experience working in a front-office environment of senior management within an international organization is desirable.
• Experience providing administrative support, including supporting official travel to senior management or delegations within the United Nations system or a similar international organization is desirable.
• A minimum of 1 year of experience in analyzing data and producing reports using analytic tools such as Umoja Analytics or Power BI is desirable.
• English language proficiency at UN Level III in reading, writing, listening, and speaking is required.

Skills

• Administrative Services
• Finance Administration
• Human Resources Management
• Audit
• UN administrative processes
• Umoja ERP
• Travel Management
• Procurement Routing
• Front office support
• Senior Management Support
• Official Travel Support
• Data Analysis
• Report Production
• Umoja Analytics
• Power BI

Languages

English