Administrative Assistant

Job Posting Organization:
The position is located within the Operations Unit (OU) of the Broadcast and Conference Support Section (BCSS), which is part of the Regional Service Management Service (RSMS) under the Operations Support Division (OSD) of the Office of Information and Communications Technology (OICT) at the United Nations. The OICT is dedicated to leading the digital transformation of the UN, aiming to create a better, safer, and more sustainable future through innovative technology solutions. The organization emphasizes gender balance and geographical diversity, encouraging female candidates to apply. OICT also supports work-life balance and flexible work arrangements, reflecting its commitment to a supportive work environment.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operations of the Broadcast and Conference Support Section. This position involves a variety of administrative functions, including human resources management, budget and finance, general administration, contract administration, and conference and broadcast services. The incumbent will be responsible for ensuring that the unit's human resource activities are managed effectively, including recruitment, placement, and performance appraisal. Additionally, the role requires assisting in budget preparation, monitoring expenditures, and ensuring compliance with UN financial regulations. The Administrative Assistant will also coordinate with various service units and internal teams to facilitate smooth operations and provide support for conferences and broadcasts, ensuring that all requests are handled efficiently and effectively.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including:

• Human Resources Management: Initiating and processing actions related to recruitment, placement, promotion, and training of staff. Responding to inquiries regarding administrative procedures and providing guidance to staff.
• Budget and Finance: Assisting in the preparation and review of financial proposals, monitoring expenditures, and preparing budget performance reports. Performing billing and cost recovery functions related to BCSS services.
• General Administration: Drafting correspondence, coordinating with service units, and performing other administrative duties as required. This includes managing operational travel programs, monitoring accounts, and organizing seminars and conferences.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, and processing payments.
• Conference and Broadcast Services: Managing incoming requests for audio and video technical services, overseeing daily bookings, and providing estimates for reimbursable services.
• Data Collection and Analysis: Assisting with data collection, analysis, and preparation of reports for knowledge management and decision-making.
• Supervisory Duties: Guiding and training junior staff as needed.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, seven years of experience within the UN system in administrative services, finance, accounting, or human resources is required. Knowledge of UN systems and administrative procedures, as well as financial rules, is desirable. Proficiency in UN core software such as Word, Excel, and SharePoint is also preferred. Candidates should demonstrate professionalism, effective communication skills, and a client-oriented approach in their work.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-specific qualifications mentioned, but candidates should have a solid understanding of administrative functions and UN procedures.

Experience:
Candidates should have a minimum of seven years of relevant experience within the UN system, particularly in administrative services, finance, accounting, or human resources. Experience in data analytics or related areas is desirable, as is familiarity with UN systems and administrative procedures. Strong knowledge of UN core software is also beneficial.

Languages:
English is the required working language 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 knowledge of French may be considered an asset but is not mandatory for this role.

Additional Notes:
This position is temporarily available until December 31, 2025, with the possibility of extension. It is important to note that this temporary assignment does not guarantee future employment in the same position. The selection process may be limited to internal candidates and those based at the duty station. The United Nations does not charge any fees during the recruitment process, and candidates must provide accurate information in their applications. The organization is committed to maintaining high standards of efficiency, competence, and integrity in its hiring practices.