Administrative Assistant

Job Posting Organization:
The Office of the Special Representative of the Secretary-General on Violence against Children (OSRSG-VAC) is a part of the United Nations, established to advocate for the prevention and elimination of violence against children globally. The organization operates with a mission to promote the protection of children from violence as a human rights imperative and to support Member States in implementing the 2030 Agenda for Sustainable Development. The office works collaboratively, emphasizing a team approach and shared accountability in fulfilling its mandate. The SRSG is an independent advocate who builds upon health and child protection initiatives and developments.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the Office of the Special Representative of the Secretary-General on Violence against Children. This position involves a wide range of administrative functions, including human resources management, budget and finance oversight, general administration, and contract administration. The Administrative Assistant is expected to coordinate various human resource activities, manage budget preparations, and provide expert assistance in administrative tasks. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders within the UN system. The successful candidate will be responsible for ensuring compliance with UN rules and procedures while maintaining a high standard of professionalism and efficiency in all tasks.

Duties and Responsibilities:
The Administrative Assistant will be responsible for coordinating human resource activities such as recruitment, placement, promotion, and training. They will oversee the maintenance of vacancy announcement files, process personnel actions, and advise staff on visa matters. In terms of budget and finance, the assistant will assist in preparing the Office’s work programme and budget, monitor expenditures, and ensure compliance with legislative mandates. General administrative duties include providing guidance to other staff, drafting agreements, and resolving diverse issues. The role also involves contract administration, including auditing invoices, processing payments, and managing UN forms and permissions. The assistant will interact frequently with various internal and external stakeholders, ensuring effective communication and collaboration.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher can reduce the required work experience. The position requires ten years of experience in administrative services, finance, accounting, or related areas. Experience in donor relations and managing funds is essential, along with at least one year of experience in data analytics related to finance and budget analysis. Familiarity with Enterprise Resource Planning (ERP) systems and experience in a UN environment are desirable. Knowledge of UN administrative, financial, and human resources rules is crucial for success in this role.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role. This educational background is essential to understand the complexities of administrative functions within the UN framework.

Experience:
The role requires a minimum of ten years of relevant experience in administrative services, finance, accounting, or related fields. This requirement is reduced to eight years for candidates with a first-level university degree or higher. Candidates should have experience in managing both regular and trust funds, as well as data analytics related to finance and budget monitoring. Experience in an Executive Office or similar environment within the UN system is highly desirable, as is familiarity with Talent Management systems such as Inspira.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. While French is also a working language of the United Nations, it is not specified as a desirable language for this position. Candidates must demonstrate their proficiency in English to meet the requirements of the role.

Additional Notes:
This temporary position is for an initial period of six months, with the possibility of extension subject to budgetary approval and the availability of the post. The appointment is subject to local recruitment, meaning candidates must be based in the country or within commuting distance. Staff members are not eligible for international recruitment benefits. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or disability. The organization does not charge any fees during the recruitment process.