Administrative Assistant

Job Posting Organization:
The position is located within the Common Administrative Platform at United Nations Headquarters, known as the One Executive Office (One EO). This initiative is part of the UN80 reform, which began its transition phase on January 1, 2026, aiming to consolidate administrative functions across various Secretariat entities into unified service platforms. One EO provides a comprehensive range of administrative and operational services to New York-based Secretariat client entities, including human resources management, financial administration, travel, and general administrative support.

Job Overview:
The Administrative Assistant will play a crucial role in the Specialized Travel Desk, providing essential administrative and operational support to client entities. This includes certifying individual, group, and conference travel, as well as managing procurement and related activities. The position requires a strong understanding of budget and finance, as the assistant will be responsible for preparing and developing the unit's work programme and budget, monitoring expenditures, and ensuring compliance with legislative mandates. The role also involves data collection and analysis, preparation of financial reports, and assisting in the review and finalization of budget proposals. The Administrative Assistant will ensure that all activities comply with United Nations policies and procedures, support management during audits, and provide guidance and training to other staff members.

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

• Providing expert assistance in the preparation and development of the unit's work programme and budget.
• Monitoring budget implementation and expenditures, suggesting reallocations of resources as necessary.
• Collecting data from relevant databases and preparing customized financial reports.
• Assisting in the review and preparation of the medium-term plan and its revisions.
• Reviewing requisitions for goods and services to ensure correct expenditure and availability of funds.
• Monitoring extra-budgetary resources and ensuring compliance with regulations.
• Assisting in the preparation of budget performance submissions and finalizing budget performance reports.
• Acting as Certifying Officers for travel and other commitments.
• Ensuring compliance with intergovernmental recommendations and decisions. 1
• Supporting management during audits and reviews. 1
• Providing guidance and training to other general service staff. 1
• Identifying and resolving diverse issues as they arise. 1
• Coordinating with service units and liaising with internal team members. 1
• Assisting with day-to-day administration of contracts with external contractors. 1
• Reviewing and prioritizing purchasing requests and processing contractors' invoices. 1
• Performing other related administrative duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of ten years of experience in finance, budget, accounting, or administrative services is required. Experience with financial functions of Enterprise Resource Planning (ERP) systems, such as Umoja, is essential. Familiarity with management of extrabudgetary resources and trust funds is desirable, as is experience in the United Nations system. Candidates should also have demonstrated skills in data analysis and report production using analytic tools like Umoja Analytics or Power BI.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-specific qualifications mentioned, but relevant educational background in finance, administration, or a related field would be beneficial.

Experience:
The position requires a minimum of ten years of relevant experience in finance, budget, accounting, or administrative services. Candidates should have experience using ERP systems and managing extrabudgetary resources. Experience in the United Nations system and in administrative support for senior management or delegations is also desirable.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, but proficiency in French is not mandatory for this position.

Additional Notes:
This position is available for an initial period of one year, with the possibility of extension subject to the availability of funds. It is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in New York. 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 exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. The organization promotes a diverse and inclusive environment and provides reasonable accommodations for applicants with disabilities.