UN Administrative Assistant

Job Posting Organization:
The Office of Information and Communications Technology (OICT) is dedicated to leading the digital transformation of the United Nations Organization. Established to enable a better, safer, and more sustainable future through innovative technology solutions, OICT emphasizes the importance of gender balance and geographical diversity within its workforce. The organization actively encourages female candidates to apply for positions and supports flexible work arrangements to promote work-life balance. OICT operates globally, with a commitment to providing secure and reliable technology solutions across various UN entities.

Job Overview:
The Administrative Assistant position is situated within the Human Resources Unit of the Enterprise Programme Management Section (EPMS) of OICT. The role involves a variety of administrative functions that support the HR team in managing human resources activities for OICT staff. The Administrative Assistant will be responsible for initiating, processing, and monitoring HR actions such as recruitment, placement, and performance appraisals. This position requires a proactive approach to managing administrative data and records, ensuring compliance with UN regulations and procedures, and providing guidance to staff on administrative matters. The role also includes budget and finance responsibilities, where the assistant will contribute to budget proposals and performance reports, and maintain accurate records of staffing and financial data. The Administrative Assistant will play a crucial role in ensuring the smooth operation of HR functions and supporting the overall mission of OICT.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive range of duties, including but not limited to: initiating and processing HR actions related to recruitment, placement, and contract management; monitoring time and attendance records; providing advice on administrative procedures; maintaining staffing tables and generating reports; assisting hiring managers with recruitment processes; preparing travel arrangements; drafting correspondence; coordinating with service units; and performing general administrative tasks as required. The role also involves tracking vacancies, advising on recruitment priorities, and supporting budget preparation by providing input on resource allocation. The assistant will be expected to maintain up-to-date records of rules and regulations and ensure compliance with UN administrative policies.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to three years. Proficiency in using Enterprise Resource Planning (ERP) systems such as Umoja or SAP is essential, along with experience in analyzing HR data and managing recruitment processes. Strong organizational skills and the ability to work collaboratively in a team environment are also necessary.

Educational Background:
The position requires at least a high school diploma or equivalent. Candidates with higher education qualifications, particularly in fields related to human resources, finance, or administration, will be viewed favorably. A first-level university degree can reduce the required work experience, highlighting the importance of educational background in this role.

Experience:
The role demands a minimum of five years of relevant experience in administrative services or related fields. Candidates with a first-level university degree may qualify with three years of experience. Experience with ERP systems and HR data analysis is particularly valuable, as it supports the administrative functions of the position and contributes to effective organizational planning.

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. Knowledge of French is considered an asset but is not mandatory. The ability to communicate effectively in English is crucial for collaboration within the UN Secretariat and for fulfilling the responsibilities of the role.

Additional Notes:
This position is initially for a period of one year and is subject to local recruitment rules. Candidates must be authorized to work for the United Nations in New York. Staff members recruited locally are not eligible for international allowances or benefits. The recruitment process may include an assessment exercise and a competency-based interview. The United Nations is committed to diversity and inclusion, and reasonable accommodations may be provided for applicants with disabilities. All employment decisions are made based on qualifications and organizational needs, ensuring a fair and equitable recruitment process.