Administrative Assistant

Job Posting Organization:
The Department of Operational Support (DOS) was established to provide comprehensive operational support advisory services and solutions to various entities across the United Nations Secretariat. This includes support for departments, offices away from headquarters, field missions, and regional commissions. The Division for Special Activities (DSA) within DOS oversees specialized operational capacities, focusing on supporting start-up, surge, transition, and liquidation requirements. The Support Partnership Service (SPS) is dedicated to maintaining bilateral and trilateral relationships with key partners, including regional organizations and governments, to facilitate operational support. The organization aims to enhance the efficiency and effectiveness of the UN's operational capabilities.

Job Overview:
The Administrative Assistant position is integral to the Support Partnerships Service within the Division for Special Activities in the Department of Operational Support. The incumbent will report directly to a Programme Management Officer and will be responsible for a variety of administrative functions that support the operational needs of the department. This role encompasses human resources management, budget and finance oversight, general administration, and contract administration. The Administrative Assistant will ensure that all administrative processes are conducted in accordance with UN rules and regulations, providing essential support to the team and facilitating effective communication and coordination with various stakeholders. The position requires a proactive approach to managing tasks and responsibilities, ensuring that all administrative functions are executed efficiently and effectively.

Duties and Responsibilities:
The Administrative Assistant will undertake a wide range of responsibilities, including but not limited to: managing human resources activities such as recruitment, placement, performance appraisal, and training; responding to staff inquiries regarding entitlements and administrative procedures; maintaining vacancy announcement files and processing personnel actions through ERP systems like Umoja; assisting in budget preparation and monitoring expenditures; drafting routine correspondence related to program administration; coordinating with key partners to respond to complex inquiries; organizing meetings and workshops; auditing contractor invoices and processing payments; and performing other related administrative duties as required. The role demands a high level of professionalism, attention to detail, and the ability to manage multiple tasks simultaneously while maintaining effective communication with various stakeholders.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in program or project administration, finance, audit, human resources, or a related area is required. Candidates with a first-level university degree or higher may qualify with a minimum of five years of relevant experience. Experience in data analytics or related fields is also required, along with proficiency in using ERP systems such as Umoja. Desirable qualifications include experience working on partnership issues within international organizations and expertise in data science or information management.

Educational Background:
The position requires a high school diploma or equivalent as a minimum educational qualification. While specific job-related qualifications are not detailed, candidates with higher education degrees may have reduced experience requirements, indicating a preference for candidates who have pursued further education in relevant fields.

Experience:
The role necessitates a minimum of seven years of relevant experience in areas such as program administration, finance, audit, or human resources. Candidates with a first-level university degree or higher can qualify with five years of experience. Additionally, at least one year of experience in data analytics or a related area is required, along with familiarity with ERP systems like Umoja. Experience in partnership issues within international organizations is desirable, as is experience in data science or information management.

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 United Nations, and while it is not mandatory for this position, proficiency in French may be considered an asset.

Additional Notes:
The appointment for this position is for an initial period of one year, subject to availability of the post or funds, and is contingent upon budgetary approval. This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in New York. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruits. The United Nations is committed to diversity and inclusion in its workforce and encourages applications from all qualified candidates, regardless of gender identity, sexual orientation, race, or disability. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.