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SENIOR ADMINISTRATIVE ASSISTANT

New York City

  • Organization: UNDOS - United Nations Department of Operational Support
  • Location: New York City
  • Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed
Org. Setting and Reporting
This position is located in the Headquarters Client Support Service (HQCSS), Division of Administration, New York, Department of Operational Support. The Senior Administrative Assistant at this level usually report to a Senior Human Resources Officer. The Executive Office component of the HQCSS also provides administrative support to the Office of Information and Communications Technology (OICT), the Global Compact Office (GCO), Human Security Unit (HSU), Office of Administration of Justice (OAJ), Office of the Secretary-General's Envoy on Technology, United Nations Sustainable Development Group (UNSDG) System-Wide Evaluation Office, Office of Special Coordinator on Improving the United Nations Response to Sexual Exploitation and Abuse, Office of the Special Representative of the Secretary-General on Children and Armed Conflict (OSRSG-CAAC), Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict (OSRSG-SVC), Office of the Special Representative of the Secretary-General on Violence Against Children (OSRSG-VAC), Office of the United Nations Ombudsman and Mediation Services, Office of Victims’ Rights Advocate (OVRA), United Nations Ethics Office, United Nations Office for Partnerships (UNOP), United Nations Alliance of Civilizations (UNAOC), Liaison offices of the: United Nations Office on Drugs and Crime, United Nations Convention to Combat Desertification in New York, United Nations Institute for Training and Research.
Responsibilities
Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Senior Administrative Assistants). Human Resources Management: • Coordinates various actions related to the administration of the unit’s non-staff (consultants, individual contractors, gratis personnel and the internship programme) activities, e.g., recruitment, placement, performance appraisal, job openings review and postings,, separation of non-staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with client entities as required. • Oversees the posting of vacancy announcement and keeps track of status of vacancy announcements. • Reviews and processes personnel actions through Umoja. • Advises non-staff on visa matters. • Provides advice and answers general queries on engagement of non-staff procedures and processes. • Provides information and advice to non-staff with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Monitors Umoja staffing tables for a variety of human resource activities, e.g., engagements, , expiration of contracts,, ,eligibility to undertake engagements of non-staff. Budget and Finance: • Collects data from relevant databases and prepares customized financial reports. • Provides assistance in the review, and preparation of the medium-term plan and its revisions. • Prepares supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of non-staff requirements. • Assists managers in the elaboration of resource requirements for budget submissions for non-staff. • Reviews requisitions for services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. General Administration • Provides guidance, training and daily supervision to other general service staff in the area of responsibility. • Provides assistance in drafting of memorandum of understanding and memorandum of agreements, or other activities as appropriate. • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. • Coordinates extensively with client entities and liaises frequently with internal team members both at Headquarters and in the field. • Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to consultants and individual contractors for services, . Contract Administration: • Monitors payments of consultants and individual contractors. • Prepares and processes all UN forms , including: UN grounds passes, and swipe-card access..
Competencies
• PROFESSIONALISM: Knowledge of an ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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 ten 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 8 for candidates who possess a first-level university degree or higher. Experience with SAP based ERP systems such as Umoja or similar is required. Experience using recruitment platforms such as Inspira or similar 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 another official United Nations language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. 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. This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. 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.
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.
This vacancy is now closed.
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