Administrative Assistant

Senior Admin

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Human Resources Management Section, Executive Office, Department of Economic and Social Affairs (DESA). The Executive Office provides human resources, finance and budget, logistics and general administrative support to the Department of Economic and Social Affairs (DESA), Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (OHRLLS), Office of the Special Adviser on Africa (OSAA), Regional Commissions New York Office (RCNYO), and Chief Executive Board Secretariat (CEB/NY). The incumbent reports to the Senior Human Resources Officer and the Human Resources Officer in the Human Resources Management Section of the Executive Office, DESA. Further information on DESA is available on the following website: http://www.un.org/en/desa

Responsibilities

Within delegated authority, under the direct supervision of the Human Resources Officer and the general guidance of the Senior Human Resources Officer, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of human resource activities, e.g., recruitment of staff and non-staff personnel, extension, placement, promotion, relocation, transfer, separation of staff members, etc., ensuring consistency in the application of UN rules and procedures. • Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. • Reviews and processes personnel actions through the integrated information management system; Monitors, creates on behalf as required and maintains positive time recording, attendance records and balances of staff members, including overtime and compensatory time off, maternity/paternity leave, special leave, sick leave, etc. Acts as the Umoja Time Senior Administrator. Reviews monthly staffing tables and monthly payroll withhold reports for corrective actions as necessary. • Administers and facilitates staff and non-staff on boarding processes and procedures and separation clearance. • Serves as focal point for Umoja Employee and Manager Self-Service (ESS/MSS) functionalities. • Creates and updates staffing data and master records and provides detailed reports as requested. • 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 related to common staff costs, such as travel, shipment of personal effects, and projected staff movements. Undertakes periodic review of unliquidated obligations related to common staff costs for the purpose of liquidating balances that are no longer needed. • Assists managers in the elaboration 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 travel requests for travel under common staff costs and official travels for staff and consultants, experts, meeting participants, and member of Commissions. Reviews related claims for reimbursements for certification by Certifying Officers. Reviews requisitions for approval by the Finance Officers. • Co-ordinates with other finance and 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, 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 required (e.g., monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations, certification of requests for UN ID cards, laissez-passers, certificates and visas). • Maintains personnel working files as well as electronic filing in SharePoint. • May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management and reporting, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to apply organizational rules and policies, as well as implementation of organizational initiatives. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently. Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first level university degree or higher. Experience in using an integrated information system, such as Umoja or other similar system, for staff administration functions, including administration of contracts and benefits and entitlements, with the United Nations or other international organizations is required. Experience in administrative processes on induction, onboarding and separation is required. Experience in processing travel requests and travel arrangements is required. Experience as a certified HR Partner is desirable. Experience in using an integrated information management system, such as Inspira or other similar system, for recruitment of staff and non-staff is desirable. Experience in electronic filing system, such as SharePoint or other comparable systems is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Added 4 hours ago - Updated 4 hours ago - Source: careers.un.org