UN Administrative Assistant

Job Posting Organization:
The Office of Information and Communications Technology (OICT) is dedicated to leading the digital transformation of the United Nations Organization. Established to enable a better, safer, and more sustainable future, OICT focuses on providing secure, reliable, and innovative technology solutions. The organization is committed to achieving gender balance and geographical diversity among its staff, actively encouraging female candidates to apply. OICT promotes work-life balance and flexible work arrangements, ensuring a supportive environment for its employees. The office operates globally, with a mission to enhance the efficiency and effectiveness of the UN through technology.

Job Overview:
The UN Administrative Assistant position is situated within the Enterprise Programme Management Section of the Office of Information and Communications Technology. The incumbent will report directly to the Senior Assistant of the Human Resources and Administration Unit. This role encompasses a wide range of administrative functions, particularly in human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will be responsible for initiating, reviewing, and processing actions related to the administration of human resource activities, ensuring compliance with UN rules and procedures. The position requires a proactive approach to managing inquiries and providing guidance to staff and contractors regarding their entitlements and administrative processes. The role also involves monitoring staffing tables, preparing statistical data, and assisting in budget preparation and financial reporting. The Administrative Assistant will coordinate with various service units and liaise with internal team members, contributing to the overall efficiency of the office.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of duties, including but not limited to:

• Human Resources Management: Initiating and processing recruitment actions, managing performance appraisals, and overseeing training activities. Responding to inquiries from staff regarding administrative procedures and entitlements. Maintaining vacancy announcement files and tracking their status.
• Budget and Finance: Assisting in the preparation and review of financial proposals, monitoring expenditures against approved budgets, and preparing budget performance reports.
• General Administration: Drafting correspondence, coordinating with service units, and performing other administrative duties as required. This includes managing operational travel programs, monitoring accounts, and organizing seminars and conferences.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and managing UN forms and permissions. The role requires frequent interaction with various stakeholders, including staff, clients, and external contractors.

Required Qualifications:
Candidates must possess a minimum of seven years of experience in administrative services, finance, accounting, human resources, or a related area. This requirement is reduced to five years for candidates with a first-level university degree or higher. Proficiency in using Enterprise Resource Planning (ERP) systems, such as Umoja or SAP, is essential. Familiarity with Microsoft Office Suite (Word, Excel, SharePoint) is required, along with knowledge of UN financial rules and administrative procedures. Experience in data analytics is desirable, as is the ability to perform analysis and interpretation of data to support decision-making.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-related qualifications mentioned beyond the educational requirement, but candidates with higher education degrees may have an advantage in the selection process.

Experience:
The position requires a substantial level of experience, specifically a minimum of seven years in relevant administrative roles. Candidates with a first-level university degree or higher may qualify with five years of experience. Experience with ERP systems and Microsoft Office is mandatory, while additional experience in data analytics is considered a plus.

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, but it is not specified as a requirement for this position. Candidates should ensure they meet the language proficiency standards as outlined by the UN Language Framework.

Additional Notes:
This position is temporarily available until December 31, 2026, with the possibility of extension. The role is subject to local recruitment, meaning candidates must be based in the country or within commuting distance of the office. The position does not offer allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices, ensuring equal opportunities for all candidates regardless of gender, race, or background. The recruitment process does not involve any fees, and candidates are encouraged to provide accurate information in their applications.