Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: New York
Country: United States
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Regional Service Management Service (RSMS) of the Operations Support Division (OSD) at the Office of Information and Communications Technology (OICT). OICT is dedicated to leading the digital transformation of the United Nations, aiming to create a better, safer, and more sustainable future through innovative technology solutions. The organization emphasizes gender balance and geographical diversity in its workforce, actively encouraging female candidates to apply. OICT also promotes work-life balance and flexible work arrangements for its employees.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the human resources management and general administration functions within the unit. The incumbent will be responsible for initiating, processing, monitoring, and reviewing various human resource activities, ensuring compliance with regulations and procedures. This includes recruitment, placement, performance appraisal, and training. The role also involves maintaining administrative data and records, providing guidance to staff on administrative procedures, and coordinating with service units. The Administrative Assistant will be expected to draft correspondence, maintain files, and assist in the organization of meetings and events. Additionally, the position requires the management of contracts and vendor payments, ensuring that all administrative tasks are completed efficiently and accurately.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including:

• Initiating and processing human resource activities such as recruitment, placement, and performance appraisals.
• Maintaining and certifying administrative data for time and attendance and performance appraisals in electronic systems.
• Reviewing claims and providing guidance on administrative procedures.
• Maintaining organizational staffing tables and generating reports.
• Managing calendars and schedules, and coordinating travel arrangements for staff.
• Drafting routine correspondence and producing complex documents and reports.
• Maintaining up-to-date files and documentation.
• Coordinating with service units and internal team members.
• Assisting with data collection and analysis for reports and presentations. 1
• Managing day-to-day contract administration and auditing contractor invoices. 1
• Processing payments for contractors and vendors. 1
• Preparing and processing UN forms and permissions for staff.

Required Qualifications:
Candidates must possess a minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to three years for candidates with a first-level university degree or higher. Proficiency in drafting and proofreading correspondence is essential, along with experience in using word processing, spreadsheets, and presentation software. Familiarity with enterprise resource planning (ERP) systems and human resources management modules is desirable.

Educational Background:
A high school diploma or equivalent is required for this position. Additional qualifications or certifications in administrative services or human resources management may be advantageous but are not explicitly stated as requirements.

Experience:
The position requires 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 in drafting correspondence and using various software applications is necessary, while experience with ERP systems is considered a plus.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations. Knowledge of French is desirable, and familiarity with another official United Nations language is also considered beneficial.

Additional Notes:
The appointment for this position is for an initial period of one year. Candidates who successfully complete the recruitment process may have their application information shared with other UN organizations for similar job openings. This position is subject to local recruitment, meaning applicants must be authorized to work in the United States. Selected candidates from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for international recruitment benefits. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices and does not charge any fees during the recruitment process.