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 (UN RCO), was restructured in 2019 to enhance its effectiveness in achieving the Sustainable Development Goals (SDGs). The UN RCOs support countries in their development priorities and are led by UN Resident Coordinators, who are the highest-ranking UN officials at the country level. The UN operates in numerous countries worldwide, employing thousands of staff members dedicated to various missions and initiatives.

Job Overview:
The Administrative Assistant position is situated within the UN Resident Coordinator's Office in Beijing, China. The role is pivotal in supporting the administrative functions of the office, ensuring that human resources, budget, finance, and general administration tasks are executed efficiently. The incumbent will report directly to the Head of the Resident Coordinator's Office and will be responsible for a range of administrative duties that facilitate the smooth operation of the office. This includes managing human resources activities, assisting in budget preparation, monitoring expenditures, and ensuring compliance with UN rules and regulations. The Administrative Assistant will also coordinate with various service units and internal team members, contributing to the overall effectiveness of the UN's mission in the region.

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

• Human Resources Management: Initiating and processing actions related to recruitment, placement, promotion, and training of staff. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and review of financial proposals, monitoring expenditures, and preparing budget performance reports. Customizing financial reports from ERP systems and coordinating with finance staff on budget-related issues.
• General Administration: Drafting correspondence, coordinating with service units, and performing other administrative duties such as managing operational travel programs and organizing seminars.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary UN forms.
• Data Management: Collecting and analyzing data for reports and presentations, ensuring that all information is accurately documented and updated.
• Supervisory Duties: Guiding and training junior staff as needed and acting as a security focal point for the office.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A relevant first-level university degree may substitute for two years of required experience. Additional certifications in administrative services, finance, accounting, audit, or human resources are desirable. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources regulations and possess the ability to perform a broad range of administrative functions effectively.

Educational Background:
Completion of a high school diploma is required, with a relevant first-level university degree being acceptable in lieu of two years of experience. Additional certifications in areas such as administrative services, finance, accounting, audit, or human resources are considered advantageous for this position.

Experience:
A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Experience with an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable. Familiarity with the United Nations or similar international organizations is also preferred, along with at least one year of experience in data analytics or a related field.

Languages:
English and Chinese (Mandarin) are the working languages of the United Nations Secretariat. For this position, proficiency in English is required at UN Level II, as well as proficiency in Chinese (Mandarin) at the same level. Candidates must demonstrate their language skills in reading, writing, listening, and speaking according to the UN Language Framework.

Additional Notes:
This is a Temporary Job Opening for a duration of 364 days, with no expectation of renewal. The position is subject to local recruitment, meaning applicants must be authorized to work in China. Selected candidates from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and diversity within its workforce, and reasonable accommodations may be provided for applicants with disabilities. All applicants are encouraged to apply online as soon as possible after the job opening is posted.