Senior Administrative Assistant

Job Posting Organization:
The position is within the Administrative Law Division (ALD) of the Office of Human Resources (OHR), which is part of the Department of Management Strategy, Policy and Compliance (DMSPC) of the United Nations. The ALD is responsible for overseeing the implementation of UN standards of conduct for personnel across the UN Secretariat. It provides strategic and legal advice on internal justice matters and represents the Secretary-General before the United Nations Dispute Tribunal. The division also handles disciplinary matters 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 Senior Administrative Assistant will play a crucial role in the administration of human resource activities within the Administrative Law Division. This includes coordinating recruitment, placement, promotion, and performance appraisals, ensuring adherence to UN rules and procedures. The incumbent will also manage the staff selection process, provide guidance to staff regarding their conditions of service, and assist in the preparation and monitoring of the division's budget. The role requires a proactive approach to managing administrative functions, including liaising with central administration and ensuring compliance with financial regulations. The position demands a high level of professionalism and the ability to handle sensitive information with discretion, as well as the capacity to work collaboratively with various teams within the division.

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

• Coordinating human resource activities such as recruitment, placement, and performance appraisals.
• Managing the staff selection process and maintaining accurate records of job openings.
• Providing information and advice to staff regarding their rights and responsibilities under UN regulations.
• Assisting in the preparation and monitoring of the ALD's budget, including analyzing variances and suggesting reallocations.
• Collecting data and preparing financial reports to support budgetary decisions.
• Monitoring budget implementation and expenditures, ensuring compliance with established policies.
• Providing guidance and training to general service staff and coordinating with various ALD teams.
• Performing general administrative duties, including travel arrangements and managing office technology needs.
• Preparing and processing UN forms and permissions for staff.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred, which can reduce the required years of relevant experience. A minimum of ten 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, a minimum of eight years of experience is acceptable. Additionally, candidates must have at least two years of experience in recruitment within the UN or a similar international organization, including interviewing and candidate vetting. Experience in result-based budgeting and change management is also required, while experience in data analytics is desirable.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher are preferred, as this can reduce the minimum years of relevant experience required for the role. The educational background should ideally be in a field related to administrative services, human resources, finance, or a similar area that supports the functions of the position.

Experience:
The position requires a minimum of ten years of experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to eight years for candidates who possess a first-level university degree or higher. Additionally, candidates must have at least two years of experience in recruitment at the United Nations or a similar international organization, which includes responsibilities such as interviewing and candidate vetting. Experience in result-based budgeting is essential, and familiarity with change management and 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 considered a desirable language for this role, also requiring a proficiency level of UN Level II in all language skills. The ability to communicate effectively in both languages will enhance collaboration within the diverse environment of the United Nations.

Additional Notes:
This position is financed by the Support Account for Peacekeeping Operations and is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Nairobi. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations emphasizes the importance of securing the highest standards of efficiency, competence, and integrity in its recruitment process, and all employment decisions are made based on qualifications and organizational needs. The organization is committed to creating a diverse and inclusive environment and does not charge any fees during the recruitment process.