Administrative Assistant

Org. Setting and Reporting

This position is located in in the Office of the Under-Secretary-General (USG), Office of the Special Coordinator on Improving the United Nations Response to sexual exploitation and abuse (OSCSEA) in the United Nations Headquarters in New York. This Office supports the ongoing efforts of the Secretary-General and the leadership of United Nations offices, departments, funds and programmes, along with other Implementing Partners, to strengthen the UN’s response to sexual exploitation and abuse in peacekeeping, humanitarian, development and human rights sectors. The incumbent reports directly to the Special Coordinator (USG) through the Senior Political Affairs Officer. 

Responsibilities

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisals, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures;
• Responds to enquiries and provides information and advice to staff on issues such as administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations;
• Assists in the maintenance of the staffing table and keeps track of job openings;
• Reviews and processes personnel actions through Umoja;
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements;
• Consolidates budget/work programme with respect to the office’s budget, trust funds, grants and procurement;
• Assists managers in the preparation of resource requirements for budget submissions;
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
• Prepares or customizes financial reports from Umoja system generated reports;
• Co-ordinates with OSC colleagues responsible for office budget and relevant finance/budget staff on related issues during preparation of budget reports.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit and personnel matters;
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field;
• Performs other related administrative duties, as needed (e.g., travel; monitoring accounts and payment to vendors and individual contractors for services; physical space planning;
• Identification of office technology needs; maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations);
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services;
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN;
• Processes the payment of contractors’ invoices and monitors payments;
• Prepares forms and requests permissions for staff in the office, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Performs other duties as necessary

Education

• High school diploma or equivalent.

Work Experience

• A minimum of seven (7) years of experience in administrative services, finance, accounting, audit, human resources or a related field is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience supporting a high-ranking, senior official, is desirable. Experience providing support in the area of calendar management is desirable. Experience providing support in planning and arranging travel for field visits to operational settings is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/244174?language=en