Administrative Assistant

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to address global challenges such as poverty, inequality, and climate change. The UN Development System, which includes the UN Resident Coordinator Offices (RCO), was reformed in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCO in Jerusalem supports the local government in achieving its development priorities and the SDGs, operating under the leadership of the UN Resident Coordinator, who is the highest-ranking official of the UN Development System at the country level. The organization employs thousands of staff across various countries, working collaboratively to implement programs and initiatives that align with its mission.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the UN Resident Coordinator's Office (RCO) in Jerusalem. The role encompasses a wide range of administrative functions, including human resources management, budget and finance oversight, contract administration, procurement, and general administration. The Administrative Assistant will be responsible for initiating and processing human resource activities, responding to staff inquiries, maintaining vacancy files, and monitoring staffing tables. Additionally, the role involves assisting in budget preparation, monitoring expenditures, and preparing financial reports. The Administrative Assistant will also coordinate procurement activities, manage contracts, and ensure compliance with UN rules and regulations. This position requires a proactive approach to support the office's operational needs and contribute to the overall mission of the UN in the region.

Duties and Responsibilities:
The Administrative Assistant will perform a variety of duties, including but not limited to:

• Human Resources Management: Initiating and processing recruitment actions, providing information to staff regarding entitlements and administrative procedures, maintaining vacancy announcement files, and monitoring staffing tables.
• Budget & Finance: Assisting in budget preparation, monitoring expenditures, preparing financial reports, and coordinating with finance staff on budget-related issues.
• Contract Administration/Procurement: Providing operational coordination for procurement projects, reviewing requirements and specifications, managing contracts, and processing payments for contractors.
• General Administration: Drafting correspondence, coordinating with service units, managing office technology needs, and organizing events.
• Supporting UN coordination efforts at the operational level, attending meetings, and assisting with data collection and analysis.
• Guiding and supervising junior staff as needed, and performing any other related duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. The required experience may be reduced by two (2) years for candidates with a first-level university degree. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja, is desirable, as is experience working with the United Nations or similar international organizations. Additionally, candidates should have at least one (1) year of experience in data analytics or a related field.

Educational Background:
Completion of a high school diploma or equivalent is required for this position. Additional certification or training in human resources, administration, audit, finance, management, or event organization is considered desirable and may enhance a candidate's application.

Experience:
The position requires a minimum of seven (7) years of relevant experience in administrative services or related fields. Candidates with a first-level university degree may qualify with five (5) years of experience. Experience with an ERP system is highly desirable, as is experience in international organizations, particularly the United Nations. Candidates should also have experience in data analytics or related areas, which is considered an asset.

Languages:
Fluency in English and Arabic is required for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking for both languages. Knowledge of French is an advantage but not mandatory. The UN Language Framework outlines the proficiency levels required for each language skill.

Additional Notes:
This is a Fixed Term position, initially open for one year and subject to extension based on funding availability. The appointment is on a local basis, meaning that candidates must be residents of the country or within commuting distance of the office. Local recruits are not eligible for international allowances or benefits. The UN is committed to achieving gender balance and encourages female candidates to apply. The recruitment process is open to all qualified candidates regardless of gender identity, sexual orientation, race, or disability. Reasonable accommodations may be provided for applicants with disabilities upon request.