Senior 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), under the Division of Administration in the Department of Operational Support (DOS). One EO began its transition phase on January 1, 2026, as part of the UN80 reform initiative, which aims to consolidate common administrative functions across Secretariat entities into unified service platforms. The organization provides a full range of administrative and operational services required by New York-based Secretariat client entities to fulfill their mandates, including human resources management, financial administration, travel, and general administrative support, while ensuring compliance with established regulations, rules, policies, guidelines, and procedures. The One EO operates in multiple countries, focusing on enhancing efficiency and effectiveness in administrative services across the UN system.

Job Overview:
The Senior Administrative Assistant will serve as the primary focal point for client entities under Client Desk

• This role involves providing comprehensive advice to staff regarding human resources matters, including contractual status, benefits, entitlements, travel, and visa-related issues. The assistant will coordinate with specialized desks to ensure timely completion of human resources actions such as recruitment, placement, promotion, and performance appraisals. Additionally, the role includes maintaining vacancy announcements, responding to classification queries, and managing staffing tables. The position also encompasses budget responsibilities, where the assistant will collect data, prepare financial reports, and assist in budget proposal formulation. General administrative duties include providing guidance and training to General Service staff, drafting HR documents, and resolving diverse issues as they arise. The Senior Administrative Assistant will also assist with data analysis and preparation of presentations and reports, ensuring effective communication and coordination with various stakeholders within the UN system.

Duties and Responsibilities:
The Senior Administrative Assistant will have a wide range of responsibilities, including:

• Serving as the primary contact for client entities under Client Desk 4, providing advice on human resources matters.
• Coordinating and liaising with specialized desks to ensure timely completion of HR actions.
• Maintaining and monitoring vacancy announcements and responding to classification queries.
• Managing staffing tables and monitoring HR actions in Umoja.
• Collecting data and preparing customized financial and HR reports.
• Assisting in the review and preparation of budget documents and proposals.
• Providing guidance and training to General Service staff.
• Drafting HR documents and supporting related activities.
• Identifying and resolving diverse issues and problems. 1
• Assisting with data collection and analysis for decision-making. 1
• Coordinating with client entities and internal teams for effective service delivery. 1
• Performing other administrative responsibilities as required, including managing contracts and processing UN forms.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of 10 years of progressively responsible experience in administrative services, finance, audit, human resources, or a related field is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to eight years. Additionally, candidates must have at least 5 years of experience with UN administrative processes using Umoja or a similar ERP system, including financial functions, travel, HR actions, or procurement routing. Experience in a front-office environment of senior management within an international organization is desirable, as is experience in providing administrative support for official travel to senior management or delegations. Candidates should also have at least 1 year of experience in data analysis and report production using analytic tools such as Umoja Analytics or Power BI.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. While specific job-related qualifications are not detailed, candidates with higher education degrees may have an advantage in meeting the experience requirements.

Experience:
The position requires a minimum of 10 years of progressively responsible experience in administrative services, finance, audit, human resources, or a related field. This requirement is reduced to 8 years for candidates with a first-level university degree or higher. Additionally, candidates must have at least 5 years of experience with UN administrative processes using Umoja or a similar ERP system, and experience in a front-office environment of senior management is desirable. Experience in data analysis and report production is also required.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset.

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 that candidates must be recruited in the country or within commuting distance of the office, regardless of nationality. Staff members recruited locally 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 emphasizes the importance of diversity and inclusion in its workforce and provides reasonable accommodations for applicants with disabilities upon request.