Administrative Assistant

Job Posting Organization:
The position is located within the Administrative Section (AS) of the Facilities and Commercial Activities Service (FCAS) in the Division of Administration (DOA) under the Department of Operational Support (DOS) of the United Nations (UN). The UN was established to promote international cooperation and maintain peace and security" style="border-bottom: 1px dotted #007bff !important;">security. The Department of Operational Support provides operational advisory services to various UN entities, including departments, field missions, and regional commissions. The FCAS is responsible for the management and operation of the UN Headquarters complex, ensuring effective planning and maintenance of facilities and assets. The organization operates globally, with a mission to support peacekeeping and humanitarian efforts, and employs thousands of staff across various countries.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Administrative Section by managing contracts, budget, and general administrative tasks. The incumbent will assist in the administration of contracts, particularly lease agreements, ensuring compliance with terms and monitoring expenditures. This position requires a proactive approach to managing financial resources and providing administrative support to the Chief of Section. The role involves collaboration with various UN entities and external contractors, making it essential for the candidate to possess strong organizational and communication skills. The Administrative Assistant will also be responsible for compiling information related to office space rentals and providing updates on billing and rental charges. This position is vital for maintaining the operational efficiency of the UN Headquarters and ensuring that all administrative functions are executed smoothly.

Duties and Responsibilities:
The incumbent will be responsible for the following duties:

• Contract Administration: Assist with the administration of contracts between the UN and external contractors, focusing on lease contracts. Monitor lease agreements, ensuring compliance with terms and conditions. Audit contractor invoices against services provided and approved by the UN. Raise requisitions and process payments for contractors' invoices. Draft correspondence and coordinate with the Procurement Division for contract renewals.
• Budget and Finance: Assist in preparing budget submissions and resource requirements. Monitor expenditures against approved budgets and prepare necessary adjustments. Compile information for future rental commitments and insurance purposes. Coordinate with finance staff on budget reports and rental charge payments.
• General Administration: Compile information on entities renting space at UNHQ, prepare summary tables on space arrangements, and advise on billing of rental charges. Provide administrative support to the Chief of Section, including drafting correspondence and assisting in recruitment exercises. Guide and supervise junior staff in administrative tasks.
• Perform other administrative duties as assigned, ensuring all tasks are completed efficiently and effectively.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, finance, accounting, 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. Proficiency in MS Office applications, particularly Word and Excel, is essential. Experience with Enterprise Resource Planning (ERP) systems, such as Umoja or SAP, is required. Candidates should have experience in contract administration and expenditure monitoring, with a preference for those familiar with IPSAS and real estate lease administration.

Educational Background:
A high school diploma or equivalent is required for this position. While a higher education degree is not mandatory, candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, or a related area. Candidates with a first-level university degree or higher are required to have a minimum of five years of experience. Experience in using MS Office applications and ERP systems is essential, along with a strong background in contract administration and expenditure monitoring.

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 UN, but proficiency in French is not mandatory for this position. Candidates should demonstrate strong communication skills in English, as it is essential for effective collaboration within the UN environment.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the UN in New York. The appointment is for an initial period of one year, with the possibility of extension. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to diversity and inclusion, ensuring equal opportunities for all candidates regardless of gender, race, or background. Reasonable accommodations may be provided for applicants with disabilities upon request.