Administrative Assistant

This position is located in the Administrative Section (AS), Facilities and Commercial Activities Service (FCAS) in the Division of Administration (DOA) in the Department of Operational Support (DOS). The Administrative Section provides programme, administrative and information management support to FCAS as well as property management, help desk and reception services to United Nations (UN) Headquarters entities, delegations and visitors. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, gift shop and the United Nations Postal Administration. The incumbent reports to the Chief of the Administrative Section.

Under the overall guidance of the Chief of the Administrative Section (AS) and under the direct supervision of the Administrative Officer, the incumbent is responsible for the following: Contract Administration: • Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services, particularly lease contracts. • Assists the Section in monitoring leases between the UN and various landlords, with special emphasis on agreement terms, expiration dates and approved Not-To-Exceed amounts. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Raises requisitions and request purchase orders, as needed. • Processes the payment of contractors' invoices and monitors payment. Analyzes expenditure and ensures that they are within the allotted funds and according to lease agreement. • Assists the Section in drafting correspondence and coordinating with the Procurement Division regarding renewal/extension. • Serves as a focal point for establishing and maintaining lease contracts. Budget and Finance: • Assists managers in the elaboration of resource requirements for budget submissions, particularly for the regular budget and provides supporting documents as required. • Prepares cost plans for the Headquarters special account for rental of premises. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists in the preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. • Compiles information required for future period rental commitments and information required for property and liability insurance purposes. • Coordinates with other finance and budget staff on related issues during preparation of budget reports. • Coordinates with clients and entities on the payments of rental charges. • Prepares or customizes financial reports from Umoja system generated reports. General Administration and Coordination of Office Space: • Compiles information on entities renting space at UNHQ premises. • Prepares summary tables/spreadsheets with key information on space arrangements, location, square footage, rental rates and monthly charges. • Advises on billing of rental charges and provides timely updates on changes that impact such charges. • Drafts necessary correspondence with regards to tenants and space management. • Provides administrative support to the Chief of Section, including drafting of correspondence, budget preparation, maintenance of administrative records, assisting in recruitment exercises, and other related administrative duties as may be required. • Responsible for guiding, training, and supervising the work of more junior General Service staff. • Performs other administrative duties as assigned.

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. 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. 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.

High school diploma or equivalent is required.

Not available.

A minimum of seven (7) years of experience in administrative services, finance, accounting or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in the use of various MS office applications like Word and Excel is required. Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent is required. Experience in contract administration and expenditure monitoring is required. Experience with the implementation of IPSAS and ERP, particularly in the area of real estate and lease administration, is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

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

Appointment or assignment against this position is for an initial period of one year. 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. 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.

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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.