Administrative Assistant

Job Posting Organization:
The position is located within the Income Tax Unit of the Payroll and Accounts Payable Section, which is part of the Common Administrative Platform (CAP) under the Division of Administration (DOA) at the United Nations Headquarters in New York. The Department of Operational Support (DOS) was established to provide operational advisory services to various entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Payroll and Accounts Payable Section is responsible for processing global payroll and payments, managing income tax claims, and providing policy advice and operational guidance, including testing and implementing enhancements to the payroll module and income tax portal of the ERP/UN Tax system. The organization aims to ensure efficient and effective administrative support to the UN's operational needs.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Income Tax Unit by managing various administrative functions related to human resources, budget and finance, and general administration. This position requires a proactive approach to ensure that all administrative processes are executed smoothly and efficiently. The Administrative Assistant will be responsible for initiating, processing, monitoring, and reviewing actions related to the administration of the Unit’s human resource activities, including recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, and training. The role also involves maintaining and certifying administrative data and records, advising staff on entitlements, and ensuring compliance with UN regulations and procedures. Additionally, the Administrative Assistant will monitor budget expenditures, assist in preparing budget performance submissions, and coordinate administrative arrangements for staff travel and events. This position demands a high level of professionalism, attention to detail, and the ability to work collaboratively with various stakeholders within the UN system.

Duties and Responsibilities:
The Administrative Assistant will be responsible for the following duties:

• Human Resources Management: Initiate, process, monitor, review, and follow-up on actions related to the administration of the Unit’s human resource activities, ensuring consistency in the application of regulations and procedures. Enter, maintain, and certify administrative data and records for time and attendance and performance appraisal in electronic information systems. Review entitlements-related claims and reports, and provide advice and guidance to staff on administrative procedures. Maintain and review organizational staffing tables and reports.
• Budget and Finance: Monitor the status of expenditures and allotments through Umoja, record variations, update budget tables, draft cost plans, and assist management with budget preparation. Review requisitions for goods and services to ensure correct expenditure coding and availability of funds. Prepare statistical tables and standard financial reports.
• General Administration: Prepare, process, and follow-up on administrative arrangements related to official travel. Draft routine correspondence and maintain files of rules, regulations, and administrative instructions. Coordinate with service units and liaise with internal team members at Headquarters and overseas UN offices. Perform other related administrative duties as required, such as physical space planning and organizing administrative arrangements for seminars and conferences.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. This experience requirement is reduced to three years for candidates with a first-level university degree or higher. Additionally, candidates must have at least one year of experience focused on transactional-based finance-related activities, including US income tax processing. Proficiency in the use of Enterprise Resource (ERP) systems, such as Umoja or SAP, is required. Experience working with the United Nations or a large international organization's systems and procedures is desirable, as is familiarity with staff rules and regulations, including entitlements and financial regulations of the UN or similar organizations.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific job-related qualifications are mentioned, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued in this role.

Experience:
The position requires five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. However, this requirement is reduced to three years for candidates who possess a first-level university degree or higher. Additionally, candidates must have at least one year of experience focused on transactional-based finance-related activities, particularly in US income tax processing. Experience with ERP systems such as Umoja or SAP is also essential, along with familiarity with UN systems and procedures.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, but there are no additional desirable languages specified for this job opening.

Additional Notes:
The appointment or assignment against this position is for an initial period of one year, with the possibility of renewal subject to the availability of the post or funds. This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in New York. Eligible applicants selected from outside the duty station will be responsible for any relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations does not charge a fee at any stage of the recruitment process, and candidates must adhere to the highest standards of efficiency, competence, and integrity.