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 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, encouraging female candidates to apply. OICT also supports work-life balance and flexible work arrangements, reflecting its commitment to a diverse and inclusive workplace.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operations of the unit by managing human resources activities, general administration tasks, and contract administration. The incumbent will be responsible for initiating, processing, and monitoring various human resource activities, ensuring compliance with regulations and procedures. This includes managing time and attendance records, performance appraisals, and providing guidance to staff on administrative processes. The role also involves maintaining schedules, preparing travel arrangements, drafting correspondence, and coordinating with service units. The Administrative Assistant will assist in data collection and analysis, contributing to effective decision-making and knowledge management within the organization. Additionally, the position requires oversight of contracts with external vendors, ensuring proper administration and compliance with UN standards.

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

• Human Resources Management: Initiating and processing recruitment, placement, and training activities; maintaining administrative data for time and attendance; reviewing entitlements-related claims; and providing guidance to staff on administrative procedures.
• General Administration: Maintaining calendars, preparing travel arrangements, drafting correspondence, and managing files and documentation.
• Coordination: Liaising with internal team members and service units, attending meetings, preparing minutes, and following up on activities.
• Data Management: Assisting with data collection, analysis, and preparation of reports for information sharing and decision-making.
• Contract Administration: Managing contracts with external vendors, auditing invoices, processing payments, and preparing necessary UN forms.
• Additional Administrative Duties: Supporting operational travel programs, monitoring accounts, and organizing administrative arrangements for events and seminars.

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, as well as experience with word processing, spreadsheets, and presentations, is essential. Familiarity with enterprise resource planning (ERP) systems and human resources management modules is desirable. Candidates should demonstrate professionalism, teamwork, and effective planning and organizing skills.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-related qualifications mentioned beyond the educational requirement.

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 or higher may qualify with three years of experience. Experience in drafting correspondence and working with various software packages is essential, while experience in ERP systems is considered an asset.

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 UN language is also considered an advantage.

Additional Notes:
The appointment for this position is for an initial period of one year. Candidates who successfully navigate 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 for the UN in New York City. Selected candidates from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for international recruitment benefits. The UN emphasizes the importance of efficiency, competence, and integrity in its recruitment process, ensuring a diverse and inclusive environment. Reasonable accommodations may be provided for applicants with disabilities.