Administrative Assistant, G6

The Administrative Assistant provides comprehensive administrative support to the Director of the Division of Administration within the Department of Operational Support at the United Nations Headquarters in New York. Responsibilities include human resources management, budget and finance assistance, general administration, coordination with various service units, data analysis support, and supervision of junior staff.

Responsibilities

• Initiates, reviews, processes and follows up on human resource activities within the Office of the Director related to recruitment, performance appraisal, job classification reviews, separation of staff members, training, ensuring consistency with UN rules and procedures.
• Monitors and prepares relevant statistical data and charts.
• Assists in the preparation and review of financial and human resource proposals and requirements.
• Coordinates with relevant service units within the Division of Administration and the OneEO Finance team on budget report preparation.
• Provides comprehensive administrative support to the Director, including drafting routine correspondence, maintaining the Director’s calendar, scheduling meetings, and managing the Director’s daily agenda.
• Coordinates extensively with service units within the Division of Administration and liaises with internal team members to support workflow coordination and service delivery.
• Performs other related administrative duties such as operational travel programme, physical space planning, office technology needs, organizing seminars, conferences and translations.
• May guide, train, and supervise junior General Service staff.
• Assists the data team in collection and analysis of data, preparation of data presentations and reports for information sharing, knowledge management, planning and decision making.
• Assists with development of data visualizations, dashboards, and updating information materials such as web pages, presentations, and communication products.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.
• Experience in providing direct support to a senior management official, including coordinating schedules, managing correspondence, handling sensitive information, and facilitating the effective management of office operations, is required.
• Experience in coordinating cross-cutting initiatives and activities involving multiple stakeholders is required.
• Experience working effectively in a fast-paced environment with competing priorities is desirable.
• One year or more of experience in data analytics or related area is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Financial Assistance
• Accounting
• Audit
• Human Resources Management
• Senior Management Support
• Scheduling Coordination
• Correspondence Management
• Office Operations Coordination
• Stakeholder Coordination
• Cross-Functional Coordination
• Data Analysis
• Budget Management
• Supervision of Administrative Staff

Languages

English