Administrative Assistant

Job Posting Organization:
The position is located within the Transportation Operations Unit in the Travel and Transportation Section at the United Nations Secretariat, which is part of the Facilities and Commercial Activities Service, Division of Administration. The UN Secretariat provides operational support to nearly 100 entities globally, ensuring effective management and operation of facilities and assets at the UN Headquarters in New York. The Facilities and Commercial Activities Service oversees various services including travel and transportation, property management, and conference facilities.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Transportation Operations Unit by managing human resources activities, budget and finance tasks, and general administrative duties. The incumbent will be responsible for ensuring compliance with UN rules and procedures while providing support to staff regarding their entitlements and administrative processes. This position requires a proactive approach to managing the unit's operations, including recruitment, budget preparation, and contract administration, while also maintaining effective communication with various stakeholders within the UN.

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 and performance appraisals; responding to staff inquiries regarding administrative procedures; maintaining vacancy announcement files; assisting in budget preparation and monitoring expenditures; drafting correspondence related to administrative and financial matters; coordinating with service units; and overseeing the administration of contracts with external contractors. The role may also involve guiding and supervising junior staff, ensuring that all tasks are completed efficiently and in compliance with UN regulations.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with relevant training in business administration being desirable. A minimum of seven years of progressively responsible work experience in administrative services is required, including experience in budget/finance, human resources, and contract management. Candidates with a first-level university degree or higher may have the minimum experience requirement reduced to five years. Familiarity with Enterprise Resources Planning Funds Management is also desirable.

Educational Background:
A high school diploma or equivalent is required for this position. Additional training in business administration or related fields is considered an asset, as it provides foundational knowledge necessary for effective performance in administrative roles within the UN.

Experience:
The position requires a minimum of seven years of progressively responsible experience in administrative services, particularly in areas such as budget and finance, human resources, procurement, and contract management. For candidates with a first-level university degree or higher, the required experience is reduced to five years. Experience with Enterprise Resources Planning systems is also beneficial and may enhance a candidate's suitability for the role.

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 communication within the diverse environment of the UN.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in the United States. The appointment is for an initial period of one year, with the possibility of extension. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruitment. The UN emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees. Candidates will be evaluated based on their qualifications and adherence to the UN's standards of efficiency, competence, and integrity.