Administrative Assistant

Job Posting Organization:
The Department of Operational Support (DOS) was established to provide comprehensive operational support and advisory services to various entities across the United Nations Secretariat. This includes departments, offices away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management, which is part of DOS, encompasses several divisions including the Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section, and the Enabling and Outreach Service. The mission of the DOS is to ensure that operational support is delivered efficiently and effectively, thereby enhancing the overall performance of the United Nations in its various missions and initiatives. The organization operates globally, with a significant presence in multiple countries, and is committed to maintaining high standards of service delivery and operational excellence.

Job Overview:
The Administrative Assistant position is situated within the Office of the Director in the Uniformed Capabilities Support Division (UCSD) of the Office of Supply Chain Management (OSCM) at the United Nations Headquarters in New York. The incumbent will play a crucial role in supporting the administrative functions of the division, which includes managing human resources activities, budget and finance tasks, general administration, and contract administration. The position requires a proactive approach to ensure that the administrative processes are streamlined and compliant with UN rules and regulations. The Administrative Assistant will be expected to handle inquiries from staff regarding their entitlements and administrative procedures, maintain vacancy announcement files, assist in budget preparation, monitor expenditures, draft correspondence, and coordinate with various service units. This role is vital for the smooth operation of the division and requires a high level of professionalism and organizational skills.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Human Resources Management: Initiating, reviewing, processing, and following up on actions related to the administration of human resource activities such as recruitment, placement, promotion, and performance appraisal. Responding to staff inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and review of financial proposals and requirements, consolidating budget/work programmes, monitoring expenditures, and preparing budget performance reports.
• General Administration: Drafting routine correspondence, coordinating with service units, and performing other administrative duties such as operational travel programs and monitoring accounts.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary UN forms and permissions.
• Supervisory Responsibilities: Guiding and training junior General Service staff as needed.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven 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 or higher, the minimum experience requirement is reduced to five years. Experience working with senior officials in an international organization, drafting official correspondence and reports, and familiarity with recruitment processes is essential. Knowledge of Enterprise Resource Planning (ERP) systems and proficiency in Microsoft Office Suite is desirable.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role. This educational background is essential for understanding the administrative and operational functions within the United Nations framework.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree or higher may qualify with five years of experience. Experience in a front office setting of an international organization, drafting official correspondence, and familiarity with recruitment processes is crucial. Additional experience in supporting field-based operations and working with ERP systems is highly desirable.

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, with a minimum proficiency level of UN Level I. Proficiency in both languages will enhance communication and collaboration within the United Nations environment.

Additional Notes:
This position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. The appointment is for an initial period of one year, with the possibility of renewal based on the availability of the position or funds. The United Nations does not charge a fee at any stage of the 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 provides reasonable accommodation for applicants with disabilities.