Administrative Assistant

Job Posting Organization:
The Office of the Special Representative 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 under the mandate of the Special Representative of the Secretary-General on Violence against Children, who is tasked with promoting the implementation of the recommendations from the United Nations Study on Violence against Children (2006). The OSRSG VAC emphasizes the importance of protecting children from violence as a fundamental human rights issue and supports Member States in achieving the goals outlined in the 2030 Agenda for Sustainable Development. The office employs a team-based approach to fulfill its mission, ensuring shared accountability among its members. The OSRSG VAC is committed to fostering a safe and supportive environment for children worldwide, working collaboratively with various stakeholders to address the multifaceted challenges of violence against children.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the Office of the Special Representative on Violence against Children by managing a wide range of administrative functions. This position requires a proactive individual who can coordinate human resources activities, including recruitment, placement, and performance appraisal, while ensuring compliance with UN rules and procedures. The Administrative Assistant will also be responsible for budget and finance management, assisting in the preparation and monitoring of the Office's work programme and budget. This includes analyzing financial reports, managing resources, and ensuring the effective allocation of funds. Additionally, the role involves general administration tasks, such as providing guidance to other staff, drafting agreements, and coordinating with various service units. The Administrative Assistant must demonstrate professionalism, teamwork, and strong organizational skills to effectively support the Office's mission and objectives.

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

• Coordinating human resources management activities, such as recruitment, placement, and performance appraisals, while ensuring adherence to UN regulations.
• Maintaining vacancy announcement files and tracking the status of job postings.
• Processing personnel actions through the INSPIRA system and advising staff on visa matters.
• Providing guidance on classification procedures and conditions of service.
• Assisting in budget preparation and monitoring, including analyzing expenditures and preparing financial reports.
• Reviewing requisitions for goods and services to ensure compliance with budgetary constraints.
• Assisting in the administration of contracts with external service providers, including auditing invoices and processing payments.
• Providing training and guidance to general service staff in administrative functions.
• Identifying and resolving administrative issues as they arise. 1
• Coordinating operational travel programs and monitoring accounts for vendor payments. 1
• Assisting in data collection and analysis for reporting purposes. 1
• Supporting the preparation of presentations and updating informational materials. 1
• Performing other related administrative duties as required.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred and can reduce the required years of experience. The position requires ten years of experience in administrative services, finance, accounting, budget monitoring, or human resources. Candidates with a first-level university degree may qualify with eight years of relevant experience. Experience in donor relations and managing both regular and trust funds is essential. Additionally, candidates should have at least one year of experience in data analytics, particularly in finance and budget analysis. Familiarity with the UN system or similar organizations is desirable, as is experience with Talent Management systems like INSPIRA.

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 are encouraged to apply, as this may reduce the required years of relevant experience. A strong educational background in fields related to administration, finance, or human resources is advantageous.

Experience:
The position requires a minimum of ten years of relevant experience in administrative services, finance, accounting, budget allocations, or human resources. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to eight years. Experience in managing donor relations and both regular and trust funds is mandatory. Additionally, candidates should have at least one year of experience in data analytics, particularly in finance and budget analysis. Experience in an Executive Office or similar environment within the UN system or comparable organizations is considered desirable.

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. French is also recognized as a working language of the United Nations Secretariat, and proficiency in French is considered an asset, although not mandatory for this role. Candidates should refer to the UN Language Framework for specific language skill requirements.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in New York. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruits. The appointment is for an initial period of one year, and successful candidates may be included in a roster for future job openings at the same level. The United Nations is committed to diversity and inclusion in its workforce and encourages applications from individuals of all backgrounds. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process. The United Nations does not charge any fees during the recruitment process and is committed to maintaining the highest standards of integrity and professionalism in its hiring practices.