Administrative Assistant

Job Posting Organization:
The Office of Information and Communications Technology (OICT) is dedicated to leading the digital transformation of the United Nations to foster a better, safer, and more sustainable future through innovative technology solutions. OICT emphasizes achieving gender balance and geographical diversity within its workforce, actively encouraging female candidates to apply. The organization supports work-life balance and flexible work arrangements, reflecting its commitment to employee well-being. The Enterprise Programme Management Section (EPMS) operates under the Office of the Chief Information Technology Officer, providing executive direction and management.

Job Overview:
The Administrative Assistant position is situated within the Human Resources Unit of the EPMS at OICT. The role involves a variety of administrative functions that are crucial for the effective management of human resources within the organization. The Administrative Assistant will be responsible for initiating, processing, monitoring, and reviewing actions related to the administration of OICT staff's human resource activities. This includes recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, and contract extensions. The position requires a proactive approach to ensure consistency in the application of regulations and procedures, as well as the ability to provide guidance to staff regarding administrative processes. The role also involves maintaining organizational staffing tables and generating reports to track vacancies and recruitment priorities. The Administrative Assistant will support budget preparation and performance reporting, ensuring that financial implications are considered in all administrative actions. Additionally, the position requires coordination with various service units and internal team members to facilitate smooth operations and administrative arrangements.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive set of duties, including but not limited to: initiating and processing human resource activities such as recruitment and performance appraisals; monitoring administrative data related to time and attendance; providing advice to staff on administrative procedures; maintaining staffing tables and generating ERP reports; assisting hiring managers with recruitment processes; preparing and following up on travel arrangements; drafting routine correspondence; maintaining up-to-date records of administrative instructions; coordinating with service units; and performing other related administrative duties as required. The role also includes serving as a backup for the Contractual Services Management Assistant, ensuring continuity of operations within the unit.

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. Experience with Enterprise Resource Planning (ERP) systems such as Umoja or SAP is essential, along with familiarity with requisitioning tools and purchase orders. Desirable qualifications include experience in analyzing HR data to support organizational planning and resource management.

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, highlighting the value placed on formal education in this role.

Experience:
The role necessitates a minimum of five years of relevant experience in administrative services or related fields. This requirement is reduced to three years for candidates who hold a first-level university degree or higher. Experience with ERP systems and HR data analysis is particularly valued, indicating a preference for candidates who can leverage technology in administrative functions.

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, but proficiency in French is not mandatory for this role.

Additional Notes:
The appointment for this position is for an initial period of one year and is subject to local recruitment rules. Applicants must be authorized to work for the United Nations in New York, as local recruitment does not provide allowances or benefits exclusive to international recruitment. Candidates who successfully navigate the recruitment process may have their application information shared with other UN organizations for similar job openings. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or background. Reasonable accommodations may be provided for applicants with disabilities to facilitate their participation in the recruitment process.