Administrative Assistant

Job Posting Organization:
The position is located within the Administrative Unit of the Internal Audit Division (IAD) in the Office of Internal Oversight Services (OIOS) of the United Nations. OIOS serves as the internal oversight body for the UN, assisting the Secretary-General in fulfilling oversight responsibilities regarding the organization's resources and staff. The division provides audit, investigation, inspection, and evaluation services to various UN entities, including the Secretariat, Peacekeeping Missions, and other organizations. The UN aims to maintain high standards of efficiency, competence, and integrity across its operations, promoting gender equality and diversity within its workforce.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Administrative Unit of the Internal Audit Division. This position involves managing human resources activities, including recruitment, placement, and performance appraisals, while ensuring adherence to UN rules and procedures. The role also encompasses budget and finance responsibilities, such as preparing financial proposals, monitoring expenditures, and assisting in budget performance submissions. The Administrative Assistant will coordinate general administrative tasks, including drafting correspondence, liaising with service units, and managing contracts with external contractors. The position requires a proactive approach to problem-solving and the ability to work independently while providing accurate reports and records in various administrative functions.

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

• Human Resources Management: Initiating and processing human resource activities, responding to staff inquiries, maintaining vacancy files, and monitoring staffing tables.
• Budget and Finance: Assisting in budget preparation, monitoring expenditures, preparing financial reports, and coordinating with finance staff.
• General Administration: Drafting correspondence, coordinating with service units, managing operational travel programs, and assisting with data collection and analysis.
• Contract Administration: Administering contracts with external contractors, auditing invoices, processing payments, and managing UN forms and permissions.
• Collaboration: Engaging with various stakeholders, including staff within the Executive Office, human resources, and administrative staff, to ensure smooth operations and effective communication.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, or human resources is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Familiarity with ERP systems such as SAP (Umoja) or Oracle/PeopleSoft is desirable, along with experience in recruitment processes and working within the UN or similar international organizations.

Educational Background:
The position requires a high school diploma or equivalent. While specific job-related qualifications are not detailed, candidates with higher education degrees may be preferred, particularly those with a first-level university degree that can reduce the required years of experience.

Experience:
Candidates should have at least seven years of relevant experience in administrative services, finance, accounting, audit, or human resources. This experience should demonstrate progressively responsible roles, with a preference for those who have worked with ERP systems and have experience in recruitment processes. Experience in data analytics or related areas is also desirable, as it aligns with the responsibilities of data collection and analysis in the role.

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

Additional Notes:
This position is financed from the Support Account for Peacekeeping Operations and is initially for a period of one year, subject to budgetary approval and availability of funds. The role is subject to local recruitment, meaning applicants must be authorized to work in the United States. Staff members recruited locally are not eligible for international recruitment benefits. The UN emphasizes the importance of diversity and inclusion in its hiring practices and provides reasonable accommodations for applicants with disabilities. Candidates must ensure that their application information is complete and accurate, as this will be the basis for assessment during the recruitment process.