Administrative Officer (Special Assistant)

Job Posting Organization:
The position is located in the Office of the Director of the Division of Administration (DoA), within the Department of Operational Support (DOS), at United Nations Headquarters in New York. The DOS was established to provide comprehensive operational support, advisory services, and solutions to various entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Division of Administration in New York is responsible for administrative support functions such as human resources, budget, finance, general administration, facility management, and commercial services to entities at UN Headquarters. It also provides financial operational services globally. The Division comprises the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service. The Administrative Officer (Special Assistant) directly reports to the Director of the Division of Administration (DoA).

Job Overview:
The Administrative Officer (Special Assistant) plays a crucial role in managing human resources, budget, and general administration within the UN framework. This position requires the individual to initiate and coordinate a wide range of human resource activities, ensuring adherence to UN rules and procedures. The officer will provide expert advice on conditions of service and oversee the preparation and implementation of work programs and budgets, ensuring alignment with organizational priorities. The role also involves maintaining effective communication with management and staff, managing senior officials' engagements, and implementing support services across various administrative functions. The officer will be responsible for producing complex reports and providing specialized advice to the Director on administrative policies and procedures. This position demands a proactive approach to problem-solving and the ability to analyze data to support decision-making processes.

Duties and Responsibilities:
The Administrative Officer (Special Assistant) will be responsible for a variety of duties including: initiating and coordinating human resource activities such as recruitment, placement, performance appraisal, and training; providing expert advice on staff rules and regulations; leading the preparation and implementation of work programs and budgets; monitoring budgetary allocations and drafting reports; maintaining close contact with management to facilitate effective cooperation; managing senior officials' engagements; implementing support services including procurement and travel; supervising a team and advising on human resource and financial administration; producing major reports for management; advising on administrative issues; collecting and analyzing data to identify trends; and performing other related duties as required.

Required Qualifications:
Candidates must possess a strong knowledge of administrative, budgetary, financial, and human resources policies and procedures. They should demonstrate the ability to apply UN administrative rules in various work situations and possess strong analytical and evaluative skills. The ideal candidate will show professionalism, efficiency, and a commitment to gender perspectives in all areas of work. They should also be able to effectively communicate information to management and work collaboratively with colleagues to achieve organizational goals.

Educational Background:
An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or a related area is required. A first-level university degree combined with qualifying experience may be accepted in lieu of the advanced degree. Successful completion of degrees or non-degree programs in data analytics, business analytics, or data science is desirable.

Experience:
A minimum of seven years of progressively responsible experience in administration, management, executive support, and coordination functions within an international organization is required. Candidates should have experience in providing strategic advisory support to senior officials, preparing analytical reports, and liaising with UN entities or similar organizations. Experience in managing workflow systems and supporting senior management operations is essential, along with experience in overseeing human resources processes within the UN or similar organizations. At least two years of experience in data analytics or related areas is desirable.

Languages:
English is required for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, and proficiency in French is considered an asset but not mandatory.

Additional Notes:
The position is funded through Extra-budgetary funds and is for an initial period of one year, subject to availability of the post or funds. The United Nations is committed to diversity and encourages applications from women and candidates from diverse backgrounds. Staff members are expected to adhere to the authority of the Secretary-General and may be assigned to various functions in accordance with established rules. The recruitment process does not involve any fees, and reasonable accommodations may be provided for applicants with disabilities.