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

In its Resolution A/RES/72/279, the United Nations General Assembly endorsed the transformation of the Development Operations Coordination Office (DCO) as a stand-alone coordination office within the United Nations Secretariat. The new DCO assumes managerial and oversight functions of the Resident Coordinator system under the collective ownership of the members of the United Nations Sustainable Development Group (UNSDG). The Country Business Strategies team (CBSS) serves as the secretariat to the UNSDG Business Innovation Group (BIG), which leads the work on advancing system-wide efficiencies. This position is located in DCO New York, under the supervision of the Chief of Country Business Strategy Section (CBS). The main goal of this position is to support the Section Chief, through coordinating schedules and meetings, providing administrative services, preparing meeting materials, data analysis and reporting, for various efficiency workstreams: Business Operations Strategy (BOS); Global Shared Services; Common Back Office (CBO); and Common Premises.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Operational Support: • 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. • Provides events management, logistical and operational support to upcoming events, including communication and outreach with various stakeholders engaging for the events, registration and preliminary analysis of the nominations, provision of logistical coordination for the various Training of Trainers (TOTs), Practitioner trainings and other meetings. • Support the process of Data gathering and information analysis for the projects of the Section. • Provide support to the core trainers in the preparation and delivery of presentations at various meetings and webinars • Support organization of global, regional and country specific webinars, communicate with the participants, prepare pre/post webinar briefs as highlights for reporting and outreach purposes. • Contribute to Branch's communication on internal communication platforms, such as the UNSDG website updates, Yammer groups, and SharePoint and other means of community engagement. • Develop and maintain SharePoint spaces and Online Forms, feedback tools for the workshops. • Support maintaining up to date the workshop spaces, contribute in the analysis of the feedback from workshops, meetings, webinars participants. Administrative Support: • Through Inspira and UMOJA, 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, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures, • Monitors staffing table and prepare relevant statistical data/charts. • Assists in the preparation and review of financial and human resources proposals/requirements. • Consolidates budget/work planning with respect to CBS resources. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

Competencies

PROFESSIONALISM: Knowledge of UN Financial rules and regulations, and administrative procedures; Competence in general administration, the administration of contract, expenditure monitoring and coordination of operational activities. General knowledge of commercial real estate leases, IPSAS and Umoja implementation, particularly as it applies to real estate; ability to apply knowledge of various UN administrative and financial rules and regulations in work situations. Ability to analyze data independently and create or maintain databases. Ability to work productively under pressure. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. 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.

Education

High school diploma or equivalent.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, audit, human resources or related area is required. Two years or more of experience in general operations and administration, as well as communication, social media and outreach support or related area is desired. Familiarity of UN enterprise resource platforms (ERP, e.g. UMOJA, Inspira) is desired

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Note: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of' equals a rating of "confident in two of the four areas.

Assessment

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

Special Notice

This position is temporarily available until 31 December 2024, with possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up-to-date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link. NOTE: While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. This temporary job opening may be limited to "internal candidates," who hhave been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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 2 hours ago - Updated 2 hours ago - Source: careers.un.org