Administrative Assistant

Job Posting Organization:
The position is located in the Office of the Under-Secretary-General of the Department of Operational Support (DOS) of the United Nations. The DOS is responsible for providing operational support to the UN's peacekeeping and political missions, ensuring that they have the necessary resources and administrative support to carry out their mandates effectively. The organization aims to enhance the efficiency and effectiveness of the UN's operations, with a focus on improving the quality of support provided to field missions. The DOS operates in various countries around the world, contributing to the UN's mission of maintaining international peace and security" style="border-bottom: 1px dotted #007bff !important;">security.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Chief of the Environment Section within the Department of Operational Support. 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 be responsible for ensuring that the unit's human resource activities are managed effectively, including recruitment, placement, and performance appraisal processes. Additionally, the role requires monitoring budget expenditures, preparing reports, and coordinating administrative arrangements for staff travel. The Administrative Assistant will also assist in the implementation of the DOS Environment Strategy and maintain communication within the environmental community of practice. This position demands a high level of professionalism, attention to detail, and the ability to work collaboratively with various stakeholders.

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

• Human Resources Management: Initiating and processing actions related to recruitment, placement, and performance appraisal; maintaining administrative data in electronic systems; providing guidance to staff on administrative procedures.
• Budget and Finance: Monitoring expenditures and allotments; assisting in budget preparation; reviewing requisitions for goods and services; preparing statistical tables.
• General Administration: Drafting correspondence and reports; coordinating travel arrangements; maintaining up-to-date files; scheduling meetings and preparing minutes; liaising with service units and internal team members.
• Contract Administration: Assisting with the administration of contracts; auditing invoices; processing payments; preparing necessary UN forms and permissions.
• Performing other related administrative duties as required, such as monitoring accounts, organizing seminars, and maintaining office technology.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A technical or vocational certificate in project management applications is desirable. The position requires a minimum of five years of progressively responsible experience in areas such as programme or project administration, finance, accounting, or human resources. Candidates with a first-level university degree or higher may qualify with three years of relevant experience. Experience in drafting correspondence and reports, as well as familiarity with project management applications, is also desirable.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a technical or vocational certificate in project management applications will be viewed favorably. Higher educational qualifications, such as a university degree, may reduce the required years of experience for applicants.

Experience:
The position requires a minimum of five years of progressively responsible experience in relevant fields such as programme or project administration, finance, accounting, or human resources. For candidates with a first-level university degree or higher, the required experience is reduced to three years. Experience in drafting routine correspondence and preparing reports is also desirable, as is experience with project management applications, supported by certification.

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 a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset.

Additional Notes:
This position is funded for a finite period of one year, with the possibility of extension subject to the availability of funds and the extension of the mandate. The position is subject to local recruitment, meaning applicants must be authorized to work in Italy. Staff members recruited locally are not eligible for allowances or benefits applicable to international recruitment. The United Nations is committed to diversity and encourages applications from women and individuals from diverse backgrounds. Reasonable accommodations may be provided for applicants with disabilities during the recruitment process.