Administrative Assistant

The Administrative Assistant supports the Income Tax Unit within the Payroll and Accounts Payable Section, providing administrative services including human resources management, budget and finance monitoring, and general administrative duties. The role involves processing HR activities, monitoring expenditures, preparing reports, and coordinating administrative arrangements at the United Nations Headquarters in New York.

Responsibilities

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Unit’s human resource activities, ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports and advises staff on various entitlements.
• Provides advice and guidance to staff with respect to administrative procedures, liaising with relevant departments as necessary.
• Maintains and reviews organizational staffing tables and prints reports.
• Monitors the status of expenditures and allotments through Umoja, records variations, updates budget tables, drafts cost plans, and assists management on budget and allotment matters.
• Reviews requisitions for goods and services to ensure correct expenditure coding and availability of funds.
• Assists in the preparation of budget performance submissions and prepares statistical tables and financial reports.
• Prepares, processes and follows-up on administrative arrangements and forms related to official travel of staff.
• Drafts routine correspondence and maintains files of rules, regulations, and administrative instructions.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members at Headquarters and overseas UN offices.
• Performs other related administrative duties such as physical space planning, office technology needs identification, and organizing administrative arrangements for seminars, conferences and translations.

Requirements

• High school diploma or equivalent is required.
• Five 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 three (3) for candidates who possess a first-level university degree or higher.
• A minimum of one year of experience focused on transactional-based finance-related activities including US income tax processing is required.
• Experience in the use of Enterprise Resource (ERP) systems, such as Umoja, SAP, or equivalent is required.
• Experience working with the United Nations or a large international organization's systems and procedures is desirable.
• Experience with staff rules and regulations including entitlements and financial regulations, rules, and procedures of the United Nations or similar international organization is desirable.
• English is required at UN Level III proficiency in reading, writing, listening, and speaking.

Skills

• Administrative Services
• Financial Operations
• Accounting
• Audit
• Human Resources Management
• Transactional Finance
• US Income Tax Processing
• Enterprise Resource Planning
• Umoja
• SAP
• Payroll Processing
• Accounts payable
• Budget Monitoring
• Financial Regulations
• Staff Rules and Regulations
• Report Preparation
• Expenditure Monitoring

Languages

English