Administrative Assistant, G6

The Administrative Assistant provides comprehensive administrative support within the Uniformed Capabilities Support Division of the Department of Operational Support at the United Nations Headquarters in New York. Responsibilities include human resources management, budget and finance assistance, general administration, and contract administration, ensuring efficient operational support and adherence to UN rules and procedures.

Responsibilities

• Initiates, reviews, processes and follows up on actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists in the preparation and review of financial and human resource proposals/requirements, consolidating budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, such as operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors' invoices and monitors payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

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 working with a senior official in a front office setting of an international organization is required.
• Experience in drafting official correspondence and reports is required.
• Experience in staff recruitment and working with the Inspira recruitment module or similar Oracle, PeopleSoft applications is desirable.
• Experience supporting field-based operations is desirable.
• Experience working with an Enterprise Resources Planning (ERP) system, such as SAP or similar systems in the area of budget or travel is desirable.
• Experience in the use of Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint and Microsoft Teams is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.
• French is desirable at UN Level I for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Routine Correspondence Drafting
• Report Writing
• Staff Recruitment
• Inspira Recruitment Module
• ORACLE Applications
• PeopleSoft
• Enterprise Resource Planning
• SAP
• Budget Management
• Travel Management
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• SharePoint Development
• MS Teams

Languages

English, French