Senior Administrative Assistant

Job Posting Organization:
The position is located 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 works to empower UN Secretariat managers in addressing conduct and discipline issues. The organization is committed to maintaining high standards of professionalism and integrity among its staff.

Job Overview:
The Senior Administrative Assistant plays a crucial role in the front office of the Administrative Law Division, reporting directly to the P-4 Administrative Officer (Coordination). This position involves a wide range of administrative functions, including human resources management, budget and finance, general administration, and contract administration. The incumbent will coordinate various human resource activities, such as recruitment, placement, and performance appraisal, ensuring compliance with UN rules and procedures. Additionally, the role requires the preparation and monitoring of the ALD's work programme and budget, as well as providing expert assistance in financial reporting and resource allocation. The Senior Administrative Assistant will also be responsible for guiding and supervising other general service staff, ensuring effective communication and collaboration within the division.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for the following duties:

• Human Resources Management: Coordinate and handle various actions related to the administration of human resource activities within ALD, including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and training. Liaise with central administration as required. Maintain files and track job openings. Provide information and advice to staff regarding conditions of service and entitlements.
• Budget and Finance: Assist in the preparation and development of ALD’s work programme and budget. Monitor budget implementation and expenditures, suggesting reallocations as necessary. Collect data and prepare customized financial reports. Review and assist in finalizing cost estimates and budget proposals.
• General Administration: Provide guidance and training to general service staff. Coordinate with various ALD teams and perform related administrative duties, such as monitoring accounts and payment to consultants.
• Contract Administration: Prepare and process all UN forms and permissions for ALD staff, including access passes.

Required Qualifications:
The position requires a high level of professionalism and the ability to perform a broad range of administrative functions, including budget management, human resources, and database management. The candidate must demonstrate knowledge of UN administrative, financial, and human resources rules and regulations. Strong analytical skills and the ability to interpret data for decision-making are essential. The candidate should also show commitment to gender equality and effective communication skills, both written and verbal.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-related qualifications mentioned, but a first-level university degree or higher can reduce the minimum years of relevant experience required.

Experience:
Candidates must have 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 with a first-level university degree or higher. Additionally, at least two years of experience in recruitment at the United Nations or a similar international organization is required, including experience in interviewing and candidate vetting. Experience in result-based budgeting and change management is also desirable, along with experience in data analytics or related areas.

Languages:
English is required for this position, while French is desirable. The working languages of the United Nations Secretariat are English and French, and candidates must meet the minimum required level for each skill in these languages according to the UN Language Framework.

Additional Notes:
The job is a full-time position located in Nairobi, Kenya. The role may involve international recruitment, and the organization offers a competitive compensation package along with various benefits. The specific contract duration and seniority level are not mentioned in the job description.