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 departments, Offices Away from Headquarters, peace operations, and regional commissions. The Division of Administration, located in New York, is responsible for delivering administrative support functions such as human resources, budget management, finance, general administration, facility management, and commercial services to entities at the United Nations Headquarters. The DOS aims to enhance the efficiency and effectiveness of the UN's operational capabilities globally, ensuring that all entities have the necessary support to fulfill their missions. The Division comprises several services, including the OneEO, the Financial Operations Service (which includes OnePayroll), and the Facilities and Commercial Activities Service, all working collaboratively to provide seamless administrative support.

Job Overview:
The Administrative Assistant position is situated within the Office of the Director (OD) in the Division of Administration (DOA) at the United Nations Headquarters in New York. The role is pivotal in ensuring the smooth operation of the office by providing comprehensive administrative support to the Director. The Administrative Assistant will be responsible for managing various human resource activities, including recruitment, performance appraisals, and training, while ensuring compliance with UN rules and procedures. Additionally, the role involves assisting in budget preparation and financial reporting, coordinating with different service units, and maintaining the Director's calendar. The position requires a proactive approach to problem-solving and effective communication skills to liaise with various stakeholders. The Administrative Assistant will also be involved in data management, including the collection and analysis of data, and the development of presentations and reports, which are essential for informed decision-making within the office.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of responsibilities, including but not limited to: initiating, reviewing, processing, and following up on human resource activities within the Division of Administration; monitoring and preparing statistical data and charts; assisting in the preparation and review of financial proposals and budget reports; providing comprehensive administrative support to the Director, including drafting correspondence and managing the Director's calendar; coordinating with service units to facilitate workflow and resolve issues; performing operational travel program management; planning physical space and identifying office technology needs; organizing seminars and conferences; guiding and supervising junior staff; assisting in data collection and analysis; and developing data visualizations and updating communication materials. The role demands a high level of organization, attention to detail, and the ability to manage multiple priorities effectively.

Required Qualifications:
Candidates must possess a minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area. For those with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience in providing direct support to senior management, including managing correspondence and sensitive information, is essential. Additionally, candidates should have experience coordinating initiatives involving multiple stakeholders and working in fast-paced environments with competing priorities. Experience in data analytics or related fields is desirable, showcasing the candidate's ability to handle data effectively and contribute to decision-making processes.

Educational Background:
A high school diploma or equivalent is required for this position. While specific job-related qualifications are not detailed, candidates with higher educational qualifications, such as a first-level university degree, may have reduced experience requirements, indicating a preference for candidates who have pursued further education in relevant fields.

Experience:
The position requires a significant level of experience, specifically a minimum of seven years in relevant administrative roles. This experience should encompass a range of functions, including finance, human resources, and general administration. Candidates with a first-level university degree can qualify with five years of experience, highlighting the importance of educational background in conjunction with practical experience. The role also emphasizes the need for experience in supporting senior management and coordinating cross-cutting initiatives, which are critical for the effective functioning of the office.

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 recognized as a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset. Candidates should demonstrate effective communication skills in English, as this is essential for the role's responsibilities.

Additional Notes:
The appointment for this position is for an initial period of one year, with the possibility of renewal subject to the availability of the post and budgetary approval. This position is subject to local recruitment, meaning that applicants must be authorized to work in the United States at the duty station. Candidates selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruits. The United Nations emphasizes a commitment to diversity and inclusion, ensuring that all employment decisions are made based on qualifications and organizational needs, regardless of gender identity, sexual orientation, race, or other factors. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.