SENIOR ADMINISTRATIVE ASSISTANT
New York City
Org. Setting and Reporting
The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations Security Management System (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions.
This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place.
For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/
This position is located in the Executive Office of UNDSS. The Executive Office provides administrative support necessary for the implementation of the activities of the Department. The Senior Administrative Assistant reports to an Administrative Officer, under the overall supervision of the Senior Human Resources Officer.
Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:
Human Resources Management:
• Oversees the work of HR Partners including monitoring of timely and correct delivery of services, provides guidance/training as needed
• Coordinates various actions related to the administration of the Department’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services/DOS/DMSPC as required.
• Reviews and processes personnel actions through Umoja to ensure prompt payment of salaries and entitlements
• Advises staff on visa and HR entitlement Travel related matters, including reviews for entitlement related claims/reports
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Generates, monitors and reviews Umoja staffing tables for a variety of human resource activities, providing recommendations to management as necessary e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff, medical clearances for staff and monitors and reviews sick leave cases
• Maintains and certifies administrative data and records for time and attendance, performance appraisal, etc..
• Initiates, processes and follows up on questions related to travel of staff such as appointment, home leave, official business and separation, including shipment of personal effects.
• Prepares travel authorizations including: coordinates with the staff member and the Travel Section; calculates and implements applicable travel entitlements; raises travel authorizations in Umoja and related financial authorizations, when applicable; reviews travel claims and supporting documentation and all other actions related
• Coordinate actions to assist staff in obtaining visas, laissez-passer, family certificates, security clearances, as required, relating to their official travel.
• Acts as focal point for various working groups as assigned.
• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters budgets, trust funds, grants and procurement as necessary.
• Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting
• Reviews, analyses, and assists in the finalization of HR reports, and statistics for the department in support of management decision making and reporting to regulatory bodies.
• Monitors expenditures and compares with approved budget; assist in recommending adjustments as necessary.
• Prepares or customizes relevant reports from Umoja system generated reports in support of DSS operations.
• Provides leadership, guidance, training and daily supervision to other general service staff within the area of responsibility.
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
• Maintains up-to-date staff member working files (both paper and electronic).
• Performs other related administrative duties, as required
• Assists staff and managers on administration matters with emphasis on Umoja.
• Assists with administration of UNDSS Staff.
• Oversees and processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN forms and permissions for UNHQ staff, including: UN grounds passes, visas, laizzer-passer, family certificates, etc.
•PROFESSIONALISM: 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. The ability to analyze and interpret data in support of decision-making. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders. 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.
•TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•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.
• MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly.
High school diploma or equivalent.
Ten (10) years of progressively responsible experience in administrative services, finance/budget or human resources or related area is required
A minimum of two (2) years experience in personnel administration within an Executive Office or similar setting is required
Experience using the HR administration modules in Umoja, SAP or similar ERP tool is required
Experience with Business Transformation and Accountability (BTA) processes/ guidelines is desirable
Experience with recruitment platforms, such as Inspira is desirable
Experience in the review and monitoring of sick leave cases is desirable
A minimum of two years experience processing international human resources entitlements is desirable
Experience in data analytics or related area is desirable
English and French are the working languages of the United Nations Secretariat. For the post advertised, 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
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions.
The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.
Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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. An impeccable record for integrity and professional ethical standards is essential.
• These positions are subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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.