Administrative Assistant

Job Posting Organization:
The position is within the Conduct and Discipline Service in the Administrative Law Division (ALD) of the Office of Human Resources (OHR) in the Department of Management Strategy, Policy and Compliance (DMSPC) of the United Nations. The ALD is responsible for implementing UN standards of conduct for personnel across the UN Secretariat, providing strategic and legal advice on internal justice matters, and representing the Secretary-General before the United Nations Dispute Tribunal. The division oversees disciplinary matters, coordinates efforts to prevent unsatisfactory conduct, and supports UN Secretariat managers in addressing conduct and discipline issues. The organization is committed to maintaining high standards of efficiency, competence, and integrity, and operates in various countries worldwide, focusing on creating a diverse and inclusive environment.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Conduct and Discipline Service by assisting with human resources management, budget and finance, and general administration. The position involves working closely with the Senior Programme Management Officer and requires a strong understanding of UN rules and procedures. The assistant will be responsible for various administrative functions, including recruitment, placement, performance appraisal, and training, ensuring consistency in the application of UN policies. The role also includes monitoring staffing tables, preparing statistical data, and assisting in budget preparation and financial reporting. The Administrative Assistant will provide administrative support to the Chief of CDS, manage calendars, draft correspondence, and perform other related duties as required. This position is vital for ensuring the smooth operation of the Conduct and Discipline Service and supporting the overall mission of the United Nations.

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

• Assisting the Senior Administrative Assistant with human resource activities such as recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and staff separation.
• Conducting vetting of personnel for prior misconduct and collaborating with colleagues to support updates to the vetting process.
• Monitoring the staffing table and preparing relevant statistical data and charts.
• Assisting in the preparation and review of financial and human resource proposals and requirements.
• Helping in the elaboration of resource requirements for budget submissions and preparing budget performance reports.
• Providing administrative support to the Chief of CDS, including calendar management and drafting routine correspondence.
• Performing other related administrative duties, such as official travel arrangements, monitoring accounts, and identifying office technology needs.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Additionally, at least one year of experience in recruitment at the United Nations or a similar international organization is required, along with experience in result-based budgeting. Experience in data analytics or a related area is desirable.

Educational Background:
The position requires a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, highlighting the importance of educational qualifications in this role.

Experience:
The role requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to five years for candidates with a first-level university degree or higher. Additionally, candidates must have at least one year of experience in recruitment at the United Nations or a similar international organization, as well as experience in result-based budgeting. Experience in data analytics is considered an asset.

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 desirable, also at UN Level II proficiency. The ability to communicate effectively in both languages will enhance collaboration and support within the UN Secretariat.

Additional Notes:
This position is financed by the Support Account for Peacekeeping Operations and is subject to local recruitment. Applicants must be authorized to work for the United Nations in Nairobi, where the position is located. Eligible applicants selected from outside the duty station are responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to creating a diverse and inclusive environment and does not charge a fee at any stage of the recruitment process.