Administrative Assistant

Job Posting Organization:
The Department of Operational Support 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, field missions, and regional commissions. The Office of Supply Chain Management, which is part of this department, encompasses several divisions including the Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Enabling and Outreach Service plays a crucial role in supporting supply chain operations by providing operational reporting, business intelligence, supplier diversity, and performance management. The Supply Chain Planning and Performance Management Section is responsible for driving supply chain planning, forecasting, and performance management across the Department of Operational Support, delivering data-driven insights and performance monitoring to support category management strategies. This organization is committed to operational effectiveness and continuous improvement across its various functions.

Job Overview:
The Administrative Assistant position is situated within the Office of Supply Chain Management of the Department of Operational Support. The role primarily involves providing administrative support to the Chief of Supply Chain Planning and Performance Management Section. The Administrative Assistant is expected to manage a variety of administrative tasks, including human resources management, budget and finance oversight, and general administration. This includes initiating and processing actions related to recruitment, performance appraisals, and training, as well as maintaining administrative records and data. The position requires a proactive approach to managing the Section Chief's calendar, coordinating meetings, and ensuring effective communication within the team and with external stakeholders. The Administrative Assistant will also assist in data analysis and reporting, contributing to the overall performance monitoring and planning efforts of the section. The role demands a high level of professionalism, organizational skills, and the ability to work collaboratively in a dynamic environment.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Human Resources Management: Initiating and processing administrative actions related to recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, and training. Ensuring compliance with regulations and procedures.
• Budget and Finance: Monitoring expenditures and allotments, updating budget tables, and assisting in budget performance submissions. Reviewing requisitions for goods and services and preparing financial reports.
• General Administration: Managing the Section Chief's calendar, coordinating meetings, and preparing administrative arrangements for staff travel. Drafting correspondence and maintaining up-to-date files and documentation.
• Data Management: Assisting in data analysis, reporting, and the preparation of presentations. Coordinating with internal and external stakeholders to gather information and follow up on action points.
• Additional Administrative Duties: Performing other related tasks as required, such as monitoring accounts, organizing events, and maintaining office technology needs.

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. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Proficiency in Microsoft Office Suite, including Excel, Word, and PowerPoint, is essential. Experience with SharePoint sites, Teams channels, or similar collaboration platforms is also required. Familiarity with data analytics and visualization tools is desirable, as is experience in providing administrative support within the United Nations Common System or a comparable public sector institution.

Educational Background:
The position requires a high school diploma or equivalent as a minimum educational qualification. Candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued and may enhance a candidate's eligibility for the role.

Experience:
The role necessitates a minimum of five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to three years for candidates who hold a first-level university degree or higher. Candidates should have experience in using Microsoft Office Suite and maintaining collaboration platforms, as well as familiarity with data analytics and reporting.

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, with a recommended proficiency level of UN Level I. This reflects the bilingual nature of the United Nations Secretariat, where both English and French are commonly used.

Additional Notes:
The appointment for this position is open for an initial period of one year and is funded by the Support Account for Peacekeeping Operations. The position is subject to the availability of funds and budgetary approval. It is important to note that this role is subject to local recruitment, meaning that candidates must be located within commuting distance of the office. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Additionally, reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.