Administrative Assistant

Job Posting Organization:
The job is posted by the United Nations (UN), an international organization founded in 1945, with a mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among countries. The UN has a vast network of offices and operations across the globe, working in various fields including human rights, humanitarian aid, and sustainable development. The UN Development System has been restructured to enhance its effectiveness in achieving the Sustainable Development Goals (SDGs) as part of a global reform initiated by the UN Secretary-General in January 201

• The UN Resident Coordinator's Office in Beijing plays a crucial role in supporting China in its development priorities and the attainment of the SDGs. The organization employs thousands of staff members worldwide, operating in numerous countries to address global challenges.

Job Overview:
The Administrative Assistant position is situated within the UN Resident Coordinator's Office in Beijing, China. The role is pivotal in ensuring the smooth operation of the office by managing human resources, budget and finance, and general administrative tasks. The incumbent will report directly to the Head of the Resident Coordinator's Office and will be responsible for a variety of functions that support the UN's mission in the country. This includes overseeing human resource activities such as recruitment, performance appraisal, and training, as well as managing budget proposals and financial reports. The Administrative Assistant will also coordinate with various service units and internal team members, ensuring effective communication and collaboration. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently while maintaining a high level of professionalism. The role is essential for facilitating the UN's operations in China and contributing to the achievement of the SDGs.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive range of duties, including but not limited to: managing human resources activities such as recruitment, placement, and performance appraisals; responding to staff inquiries regarding entitlements and administrative procedures; maintaining vacancy announcement files and tracking their status; monitoring staffing tables and preparing statistical data; assisting in budget preparation and financial reporting; consolidating budget proposals; monitoring expenditures against approved budgets; drafting routine correspondence; coordinating with service units and internal teams; guiding and supervising junior staff; acting as a security focal point; administering contracts with external contractors; auditing invoices; processing payments; preparing data presentations and reports; and ensuring documentation of requirements for data analysis. The role may also involve organizing seminars and conferences, as well as maintaining office technology and equipment.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja, is desirable, as is experience working with the United Nations or similar international organizations. Additionally, candidates should have at least one year of experience in data analytics or a related field. The ability to apply knowledge of UN administrative, financial, and human resources rules and regulations is essential, along with strong analytical and problem-solving skills. Professionalism, planning and organizing abilities, and client orientation are key competencies required for this role.

Educational Background:
A high school diploma or equivalent is required for this position. However, a relevant first-level university degree may be accepted in lieu of two years of required experience. Additional certification in areas such as administrative services, finance, accounting, audit, or human resources is desirable and would enhance a candidate's qualifications for the role.

Experience:
The position requires a minimum of seven years of progressively responsible experience in relevant fields such as administrative services, finance, accounting, audit, or human resources. Experience with an ERP system is highly desirable, as is experience within the United Nations or similar international organizations. Candidates should also have at least one year of experience in data analytics or a related area, demonstrating a solid understanding of data management and analysis.

Languages:
For this position, proficiency in English and Chinese (Mandarin) is required. English is one of the working languages of the United Nations Secretariat, while Chinese is essential for effective communication within the context of the role. The UN Language Framework outlines the minimum required level for each skill in these languages, emphasizing the importance of language proficiency in fulfilling the responsibilities of the position.

Additional Notes:
The job does not specify the contract duration or seniority level, but it is implied that the position is full-time and based in Beijing, China. The role may involve international collaboration, given the nature of the UN's work. Compensation and benefits details are not provided in the job description, but typically, UN positions offer competitive salaries and benefits packages commensurate with the level of responsibility and experience required.