Senior Administrative Assistant

Job Posting Organization:
The position is located in the Office of the Special Representative on Violence against Children (OSRSG VAC), which is part of the United Nations. The OSRSG VAC was established to serve as a global independent advocate for the prevention and elimination of all forms of violence against children. The office's core responsibility is to advance the implementation of the recommendations from the United Nations Study on Violence against Children, published in 200

• This involves building upon health and child protection initiatives and promoting the protection of children from violence as a human rights imperative. The office supports Member States in implementing the 2030 Agenda for Sustainable Development. The OSRSG VAC operates on a team approach, emphasizing shared accountabilities in supporting the mandate of the Special Representative of the Secretary-General on Violence Against Children. The office is committed to fostering a collaborative environment that prioritizes the safety and well-being of children globally.

Job Overview:
The Senior Administrative Assistant plays a crucial role in the Office of the Special Representative 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 will coordinate various human resource activities, ensuring compliance with UN rules and procedures. This includes recruitment, placement, performance appraisal, and training. The role also requires the preparation and monitoring of the Office's work programme and budget, ensuring the economical use of resources. The Administrative Assistant will provide expert assistance in financial reporting and budget proposals, as well as liaising with various service units and internal team members. The position demands a high level of professionalism, teamwork, and organizational skills, as the Administrative Assistant will be responsible for managing multiple tasks and priorities effectively.

Duties and Responsibilities:
The duties and responsibilities of the Senior Administrative Assistant include:

• Human Resources Management: Coordinating recruitment, placement, promotion, and training activities; overseeing vacancy announcement files; processing personnel actions; advising staff on visa matters; and liaising with the Human Resources Office.
• Budget and Finance: Assisting in the preparation and development of the Office's work programme and budget; monitoring budget implementation; reviewing requisitions for goods and services; and preparing budget performance submissions.
• General Administration: Providing guidance and training to general service staff; drafting host country agreements; identifying and resolving issues; coordinating with service units; and assisting with data collection and analysis.
• Contract Administration: Managing contracts with external contractors; auditing invoices; processing payments; and preparing necessary UN forms and permissions.
• Ensuring compliance with UN regulations and policies in all administrative tasks.

Required Qualifications:
The position requires a high level of administrative knowledge and experience across various functions, including human resources, budget management, and database management. Candidates must demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations. The ability to work independently and apply extensive administrative knowledge is essential. Candidates should also exhibit professionalism, teamwork, and effective planning and organizing skills.

Educational Background:
A high school diploma or equivalent is required for this position. While specific job-related qualifications are not detailed, candidates with a first-level university degree or higher may have their minimum years of relevant experience reduced.

Experience:
Candidates must have ten years of experience in administrative services, finance, accounting, budget allocations, monitoring, audit, human resources, or a related area. This requirement is reduced to eight years for candidates with a first-level university degree or higher. Experience in donor relations and managing both regular and trust funds is essential, along with at least one year of experience in data analytics, including finance and budget analysis. Experience in an Executive Office or similar environment within the UN system or a comparable organization is desirable, as is familiarity with a Talent Management system such as Inspira.

Languages:
English is the required working language for this position, as it is one of the two working languages of the United Nations Secretariat, the other being French. Candidates should possess a minimum required level of proficiency in English according to the UN Language Framework, which can be referenced for specific skill levels.

Additional Notes:
The job does not specify the contract duration, seniority level, or whether it is full-time or part-time. However, it is implied that the position is full-time given the responsibilities outlined. The recruitment process may be open to both national and international candidates, although specific details are not provided. Compensation and benefits are also not detailed in the job posting.