Administrative Assistant

Job Posting Organization:
The United Nations Alliance of Civilizations (UNAOC) is a United Nations entity established to promote intercultural dialogue and understanding among diverse societies. UNAOC aims to build bridges between cultures and foster mutual respect and harmony among people. The organization operates under five key pillars: Education, Youth, Migration, Media, and Women as peace mediators. UNAOC serves as a convener and facilitator, bringing together various sectors of society to strengthen intercultural and interreligious dialogue. The organization is headquartered in New York, USA, and plays a crucial role in addressing global challenges related to cultural diversity and social cohesion.

Job Overview:
The Administrative Assistant position at UNAOC involves a variety of administrative functions that support the organization's mission of fostering intercultural dialogue. The role requires the individual to manage human resources activities, including leave and attendance records, travel arrangements, and expense statements. The Administrative Assistant will also be responsible for budget monitoring, assisting in the preparation of budget reports, and ensuring compliance with UN rules and procedures. The position demands strong organizational skills, attention to detail, and the ability to work collaboratively with colleagues to achieve organizational goals. The Administrative Assistant will report directly to the Head of the Administration Unit and will play a vital role in supporting the UNAOC Director in various administrative tasks, including data analysis and preparation of reports.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive range of duties, including but not limited to: managing human resources activities such as processing leave requests, maintaining attendance records, and coordinating travel arrangements; assisting in budget preparation and monitoring expenditures; drafting routine correspondence and responding to administrative inquiries; overseeing the maintenance of job opening files and tracking personnel actions; providing logistical support for UNAOC events and conferences; auditing contractors' invoices and initiating payment processes; and performing other related administrative duties as assigned. The role requires the ability to analyze data, prepare presentations, and maintain accurate records of office documentation and publications.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with additional certification in administrative services being desirable. A minimum of seven years of experience in administrative services, finance, or human resources is required, with a reduction to five years for candidates holding a first-level university degree. Experience in supporting high-level UN events and familiarity with UN systems and procedures is preferred. Proficiency in data analytics and experience with Enterprise Resource Planning (ERP) systems such as Umoja are also desirable qualifications.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. Candidates with additional certifications in administrative services will be viewed favorably. A first-level university degree can reduce the required years of experience, highlighting the importance of educational qualifications in relation to professional experience.

Experience:
The position requires a minimum of seven years of relevant work experience in administrative services, finance, or human resources. Candidates with a first-level university degree may qualify with five years of experience. Experience in logistical coordination for high-level United Nations events is essential, along with familiarity with UN systems and procedures. Desirable experience includes data analytics and working with ERP systems, as well as liaising with UN Member States and diplomatic offices.

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, and proficiency in French is considered an asset, although not mandatory for this role.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in the USA. The appointment is for an initial period of one year, and candidates are advised that local recruits are not eligible for international recruitment benefits. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices and is committed to providing reasonable accommodations for applicants with disabilities. The recruitment process will involve an assessment exercise and a competency-based interview for qualified candidates. The United Nations does not charge any fees during the recruitment process.