Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Beijing
Country: China
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to address global challenges such as poverty, inequality, and climate change. The UN operates in various countries around the world, with a focus on achieving the Sustainable Development Goals (SDGs) by 203

• The UN Resident Coordinator's Office in Beijing plays a crucial role in supporting China's development priorities and the attainment of the SDGs.

Job Overview:
The Administrative Assistant position within the UN Resident Coordinator's Office in Beijing is designed to support the effective and efficient functioning of the office. The role encompasses a wide range of administrative functions, including human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will work closely with the Head of the Resident Coordinator’s Office and will be responsible for ensuring that the office operates smoothly and in accordance with UN rules and regulations. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of professionalism and confidentiality.

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

• Human Resources Management: Initiating and processing actions related to recruitment, placement, promotion, and training of staff. Responding to inquiries regarding entitlements and administrative procedures. Maintaining vacancy announcement files and monitoring staffing tables.
• Budget and Finance: Assisting in the preparation and review of financial proposals, monitoring expenditures, and preparing budget performance reports. Customizing financial reports from ERP systems.
• General Administration: Drafting correspondence, coordinating with service units, and performing other administrative duties such as organizing seminars and monitoring accounts.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and preparing necessary UN forms.
• Data Analysis: Collecting and analyzing data for reports and presentations, ensuring that all information is documented and accessible.
• Supervisory Duties: Guiding and training junior staff as needed, and acting as a security focal point for the office.

Required Qualifications:
Candidates must possess a high level of professionalism and the ability to perform a broad range of administrative functions. Knowledge of UN administrative, financial, and human resources rules is essential. The ability to work under pressure, manage time effectively, and maintain confidentiality is crucial. Strong communication and interpersonal skills are required to establish productive partnerships with clients and colleagues.

Educational Background:
A high school diploma or equivalent is required for this position. A relevant first-level university degree may be accepted in lieu of two years of required experience, indicating that candidates with higher education may have an advantage in the selection process.

Experience:
Candidates must have a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience with an Enterprise Resources Planning (ERP) system, such as Umoja, is desirable, as is experience working with the United Nations or similar international organizations. Additionally, at least one year of experience in data analytics or a related field is preferred.

Languages:
Fluency in oral and written English and Chinese is required for this position. Knowledge of another official United Nations language is considered an advantage. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while knowledge is defined as a rating of 'confident' in two of the four areas.

Additional Notes:
This is a Temporary Job Opening with an appointment duration of six months, and there is no expectation of renewal. The position is subject to local recruitment, meaning that candidates must be located within commuting distance of the office in Beijing. The UN is committed to achieving gender balance in its staff and encourages applications from diverse backgrounds. Reasonable accommodations may be provided for applicants with disabilities. The UN does not charge any fees during the recruitment process.