Administrative Assistant

Job Advertisement

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

Job Details

Job Posting Organization:
The Department of Management Strategy, Policy, and Compliance (DMSPC) is a key component of the United Nations, providing policy leadership across all management areas. Established to enhance the effectiveness and efficiency of the UN's operations, DMSPC focuses on creating a clear, integrated global management strategy and policy framework. The department emphasizes strengthened monitoring, evaluation, and accountability mechanisms to oversee the exercise of delegated authorities in a decentralized management environment. DMSPC operates globally, with a mission to ensure that the UN's management practices align with its overarching goals of peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and development. The department employs a diverse workforce and collaborates with various UN entities to implement its strategies effectively.

Job Overview:
The Administrative Assistant position is integral to the Business Partner Service (BPS) within the Office of the Under Secretary-General (OUSG) at DMSPC. The role involves a wide range of administrative functions, particularly in human resources management, budget and finance, and general administration. The Administrative Assistant will be responsible for initiating and processing HR activities, responding to staff inquiries, and ensuring compliance with UN rules and procedures. This position requires a proactive approach to managing HR-related tasks, including recruitment, onboarding, payroll monitoring, and maintaining personnel records. Additionally, the Administrative Assistant will assist in budget preparation, coordinate with finance staff, and draft correspondence related to administrative and financial matters. The role demands strong organizational skills, attention to detail, and the ability to work collaboratively with various stakeholders within the UN system.

Duties and Responsibilities:
The Administrative Assistant will undertake a comprehensive set of duties, including but not limited to:

• Human Resources Management: Initiating and processing HR activities such as recruitment, placement, promotion, and performance appraisals. Responding to staff inquiries regarding entitlements and administrative procedures. Creating requests in Inspira for staff appointments and onboarding processes. Monitoring staffing tables and preparing statistical reports. Reviewing payroll reports and managing sick leave cases. Maintaining personnel files and generating HR reports using relevant databases.
• Budget and Finance: Assisting in the preparation and review of financial proposals and resource requirements for budget submissions. Coordinating with finance staff during budget report preparations.
• General Administration: Drafting routine correspondence, coordinating with service units, and performing various administrative duties such as monitoring accounts and organizing events. Assisting in managing the internship-programme" style="border-bottom: 1px dotted #007bff !important;">Internship Programme and supervising junior staff.
• Contract Administration: Assisting with the recruitment and administration of consultants, processing payments, and preparing necessary UN forms for staff and contractors.
• Competencies: Demonstrating professionalism, planning and organizing skills, and client orientation in all tasks.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, human resources, finance, or related fields is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Proficiency in using HR administration modules in ERP systems, such as Umoja or SAP, is desirable. Experience in processing HR entitlements within the UN or similar international organizations is also preferred. Familiarity with recruitment tools like Inspira and experience in data analytics or visualization are advantageous.

Educational Background:
The position requires a high school diploma or equivalent as a minimum educational qualification. While specific job-related qualifications are not detailed, candidates with higher education degrees may have reduced experience requirements, indicating a preference for candidates with formal education in relevant fields such as human resources, business administration, or finance.

Experience:
The role necessitates a minimum of seven years of relevant experience in administrative services, human resources, finance, or accounting. Candidates with a first-level university degree or higher may qualify with five years of experience. Experience in using HR administration modules in ERP systems is highly desirable, as is familiarity with UN processes and tools for recruitment and HR management.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official UN language, such as French, is considered an advantage and may enhance a candidate's profile.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in New York City. Candidates selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The UN emphasizes the importance of diversity and inclusion in its workforce and adheres to strict standards of efficiency, competence, and integrity in its hiring practices. The recruitment process does not involve any fees, and the UN is committed to providing reasonable accommodations for applicants with disabilities.