Administrative Assistant

Job Posting Organization:
The position is located within the Child Protection Team of the Policy and Best Practices Service (PBPS), which is part of the Division of Policy, Evaluation and Training (DPET) under the Department of Peace Operations (DPO) at the United Nations. The organization is dedicated to developing and disseminating policies and doctrines that guide Peacekeeping Operations. Established to enhance the effectiveness of peacekeeping missions, DPET evaluates the application of these policies and gathers lessons learned to inform training and operational improvements. The PBPS specifically focuses on improving peacekeeping operations through the exchange of best practices and the development of guidance materials. The organization collaborates with various UN and external partners to achieve its mission, ensuring that peacekeeping efforts are efficient and effective across different missions.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Child Protection Team by managing a variety of administrative functions. This includes overseeing human resources activities such as recruitment, placement, and performance appraisals, ensuring compliance with UN regulations. The role also involves budget management, where the assistant will monitor expenditures, prepare budget submissions, and maintain financial records. General administrative duties include managing travel arrangements, drafting correspondence, and maintaining documentation. The assistant will coordinate with various service units and internal team members, ensuring smooth operations within the team. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently, contributing to the overall effectiveness of the Child Protection Team's initiatives.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including:

• Human Resources Management: Initiating and processing actions related to recruitment, placement, and performance appraisals; maintaining administrative data; providing guidance on administrative procedures; and reviewing entitlements-related claims.
• Budget and Finance: Monitoring expenditures and allotments, preparing budget performance submissions, and drafting cost plans.
• General Administration: Managing travel arrangements, drafting routine correspondence, maintaining files, and coordinating with service units.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and managing UN forms and permissions.
• Providing assistance to other Protection Pillar teams as needed. The role requires a high level of professionalism and the ability to work collaboratively with various stakeholders.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Candidates with a first-level university degree or higher may qualify with a minimum of 3 years of relevant experience. Experience in an international organization is essential, and familiarity with non-staff recruitment and acquisition functions in Umoja or similar ERP systems is desirable. Proficiency in integrated information management systems and experience in preparing and processing official travel arrangements are also advantageous.

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 crucial for understanding the administrative and operational frameworks within which the UN operates.

Experience:
The position requires a minimum of 5 years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. For candidates with a first-level university degree or higher, the required experience is reduced to 3 years. Experience in an international organization is mandatory, as it provides the necessary context for understanding the UN's operational environment. Familiarity with non-staff recruitment processes and integrated information management systems is also beneficial, enhancing the candidate's ability to perform effectively in this role.

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, also requiring a proficiency level of UN Level II. This bilingual requirement reflects the working environment of the United Nations, where both languages are commonly used in official communications and documentation.

Additional Notes:
This position is temporarily available until 31 March 2027, with the possibility of extension. It is important to note that this temporary assignment does not guarantee future employment in the same role. The selection process may be limited to internal candidates, and applicants must adhere to the UN's standards of efficiency, competence, and integrity. The UN is committed to diversity and encourages female candidates to apply. The organization does not charge any fees during the recruitment process and provides reasonable accommodations for applicants with disabilities upon request.