Senior Administrative Assistant

Job Posting Organization:
The position is within the Visitors Services Section of the Outreach Division, Department of Global Communications (DGC) at the United Nations Headquarters in New York. The UN was established in 1945 and aims to promote international cooperation and maintain peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The organization employs thousands of staff members across various departments and operates in multiple countries worldwide, focusing on a range of global issues including human rights, development, and humanitarian assistance.

Job Overview:
The Senior Administrative Assistant plays a crucial role in managing budgetary and financial matters within the Visitors Services Section. This position requires the incumbent to oversee administrative and personnel matters for approximately 45 Fixed Term and Temporary Appointees. The role involves coordinating human resource activities, managing budgets, and ensuring compliance with UN rules and regulations. The incumbent will also supervise the Administrative Unit and is expected to provide expert assistance in preparing and developing the unit's work programme and budget, as well as monitoring budget implementation and expenditures. This position is available as soon as possible and is expected to last until 31 August 2026, with the possibility of extension, making it a significant opportunity for those looking to contribute to the UN's mission.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for a wide range of duties including: coordinating human resource activities such as recruitment, placement, and performance appraisals; overseeing the maintenance of vacancy announcement files; advising supervisors on personnel and administrative issues; monitoring staffing levels; providing guidance and training to general service staff; assisting in budget preparation and monitoring; collecting data for financial reports; reviewing cost estimates and budget proposals; ensuring compliance with UN Financial Rules; and managing contracts with external vendors. The role also includes auditing contractor invoices, processing payments, and preparing necessary UN forms for staff. The incumbent will need to identify and resolve diverse issues as they arise and perform other related administrative duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of 10 years of experience in administrative services, finance, and human resources is required. Experience in budget preparation, monitoring, and managing contracts is essential. Familiarity with UN rules and regulations, as well as experience in the hiring processes of staff and contractors, is desirable. The ability to perform a broad range of administrative functions and apply knowledge of various UN administrative, financial, and human resources rules is crucial for success in this role.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific higher education qualifications are mentioned, candidates with additional qualifications in administration, finance, or human resources may be preferred.

Experience:
The position requires a minimum of 10 years of relevant experience in administrative services, finance, and human resources. Candidates should have a proven track record in budget preparation and monitoring, as well as experience in managing contracts and processing invoices. Experience in the hiring processes of staff and contractors is also desirable, particularly in relation to income sections or cost recovery operations.

Languages:
English is required for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. French is considered desirable, also requiring a minimum proficiency level of UN Level III. Proficiency in these languages is essential for effective communication within the UN Secretariat, which operates in both English and French as its working languages.

Additional Notes:
This position is temporarily available until 31 August 2026, with the possibility of extension. It is important to note that the selection for this position is for a limited period and does not affect future incumbency of the post. The position may be limited to internal candidates who have been recruited through a competitive examination or selection process. The UN does not charge a fee at any stage of the recruitment process, and candidates are encouraged to provide complete and accurate information in their applications.