UN Administrative Assistant

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to address global challenges such as poverty, inequality, and climate change. The UN operates in various countries around the world, with a focus on achieving the Sustainable Development Goals (SDGs) by 203

• The UN Development System has undergone significant reforms to enhance its effectiveness and efficiency, particularly through the establishment of the UN Resident Coordinator Offices (UN RCO) which support countries in achieving their development priorities. The UN RCO in Beijing is part of this global initiative, working under the leadership of the UN Resident Coordinator, who is the highest-ranking official of the UN Development System at the country level.

Job Overview:
The UN Administrative Assistant position is crucial for the effective functioning of the UN Resident Coordinator's Office in Beijing, China. The role involves a wide range of administrative functions, including human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will be responsible for initiating and processing human resource activities, responding to staff inquiries, overseeing vacancy announcements, and monitoring staffing tables. Additionally, the role includes assisting in budget preparation, monitoring expenditures, and preparing financial reports. The Administrative Assistant will also draft correspondence, coordinate with service units, and may supervise junior staff. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure the smooth operation of the office.

Duties and Responsibilities:
The duties and responsibilities of the UN Administrative Assistant include:

• Human Resources Management: Initiating, reviewing, and processing actions related to recruitment, placement, promotion, performance appraisal, and training. 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, monitoring expenditures, and preparing budget performance reports. Customizing financial reports from ERP system-generated reports.
• General Administration: Drafting routine correspondence, coordinating with service units, and performing other administrative duties such as monitoring accounts and organizing seminars.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary UN forms.
• Data Analysis: Collecting and analyzing data for reports and presentations, ensuring documentation of requirements for data analysis.
• Additional Duties: Performing any other duties as assigned by the supervisor based on office exigencies.

Required Qualifications:
The position requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja, is desirable, as is experience with the United Nations or similar international organizations. A strong background in data analytics or related fields is also beneficial. Candidates must demonstrate professionalism, planning and organizing skills, and client orientation in their work.

Educational Background:
Completion of a high school diploma or equivalent is required. A relevant first-level university degree may be accepted in lieu of two years of required experience. Additional certification in administrative services, finance, accounting, audit, human resources, or a related area is desirable, enhancing the candidate's qualifications for the role.

Experience:
Candidates must have at least seven years of progressively responsible experience in relevant fields such as administrative services, finance, accounting, audit, or human resources. Experience with an ERP system is preferred, as well as familiarity with the operations of the United Nations or similar international organizations. A minimum of one year of experience in data analytics or a related area is also desirable, indicating a strong analytical capability.

Languages:
For this position, proficiency in English and Chinese (Mandarin) is required. The working languages of the United Nations Secretariat are English and French, but for this role, English is mandatory, and Chinese (Mandarin) is also essential. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking for both languages according to the UN Language Framework.

Additional Notes:
This is a Fixed Term position, initially for one year, with the possibility of extension subject to availability of funds and budgetary approval. The position is subject to local recruitment, meaning that applicants must be authorized to work in China. Staff members recruited locally are not eligible for allowances or benefits applicable to international recruitment. The UN is committed to achieving gender balance and diversity in its workforce, and reasonable accommodations may be provided for applicants with disabilities. The recruitment process does not involve any fees, and candidates are encouraged to apply online as soon as possible.