Senior Administrative Assistant

Job Posting Organization:
The One Executive Office (One EO) is a part of the United Nations (UN) Headquarters located in New York. It provides a comprehensive range of administrative and operational services to various Secretariat client entities to help them fulfill their mandates. The One EO focuses on human resources management, financial administration, travel, and general administrative support. The organization is currently undergoing a transition phase that began on January 1, 2026, as part of the UN80 reform initiative, which aims to consolidate common administrative functions across Secretariat entities into unified service platforms. The One EO operates under the Division of Administration in the Department of Operational Support (DOS).

Job Overview:
The Senior Administrative Assistant position is crucial for providing administrative and operational support within the Common Administrative Platform at UN Headquarters. This role specifically involves working in the Specialized Desk 4 (Travel), where the assistant will be responsible for certifying individual, group, and conference travel, as well as procurement and related activities. The Senior Administrative Assistant will report directly to the Associate Administrative Officer and will be expected to manage a variety of tasks that ensure the smooth operation of administrative functions. This includes budget preparation, monitoring expenditures, and ensuring compliance with UN policies and procedures. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to achieve organizational goals.

Duties and Responsibilities:
The Senior Administrative Assistant will have a wide range of responsibilities, including but not limited to: providing expert assistance in the preparation and development of the Unit’s work programme and budget; monitoring budget implementation and expenditures; collecting data from relevant databases and preparing customized financial reports; assisting in the review and preparation of medium-term plans; ensuring compliance with legislative mandates; acting as Certifying Officer for travel and other commitments; providing guidance and training to other staff; drafting host country agreements; coordinating with service units; and performing other related administrative duties as required. The role also involves assisting with contract administration, including auditing contractor invoices and processing payments, as well as supporting management during audits and reviews by oversight bodies.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of ten years of experience in finance, budget, accounting, administrative services, or a related area is required. This experience requirement is reduced to eight years for candidates with a first-level university degree or higher. Proficiency in using financial modules of an Enterprise Resource Planning (ERP) system, such as Umoja or SAP, is essential. Experience in managing extrabudgetary resources and arranging official travel within the UN system or similar organizations is desirable. Candidates should also have experience in change management related to administrative procedures in an international context and familiarity with data analytics tools.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. However, 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 qualifications for the role.

Experience:
The position requires a minimum of ten years of relevant experience in finance, budget, accounting, administrative services, or a related area. This requirement is reduced to eight years for candidates who possess a first-level university degree or higher. Experience in using financial modules of an ERP system is mandatory, and familiarity with managing extrabudgetary resources and providing administrative support to senior management is highly desirable. Additionally, candidates should have experience in data analytics, which is increasingly important in administrative roles.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, and while it is not mandatory for this position, proficiency in French may be considered an asset.

Additional Notes:
The appointment for this position is for an initial period of one year, with the possibility of renewal based on 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. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices and is committed to creating a respectful work environment. Reasonable accommodations may be provided for applicants with disabilities upon request.