New York City
Org. Setting and Reporting
This position is located in the Organizational Development Section (ODS), Global Strategy and Policy Division (GSPD), Office of Human Resources (OHR) of the Department of Management Strategy, Policy and Compliance (DMSPC). The incumbent reports to the Section Chief or a Senior Officer.
The Global Strategy and Policy Division serves as the central strategic authority for all matters pertaining to the management of human resources. It ensures that the Organization has the strategies, policies, frameworks and tools to attract, develop and retain a talented and diverse global workforce. It nurtures a culture of engagement, leadership and results. It provides policy, strategic and thought leadership, innovations and solutions for the end-to-end management of talent: from strategic workforce planning; talent acquisition; organizational and staff development and growth; performance management; including Organization-wide mobility and appropriate duty of care, for all Secretariat staff.
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities.
• Enters, maintains and certifies administrative data and records in electronic information systems.
• Provides advice and guidance with respect to administrative procedures, processes and practices, liaising with the Front Office, the Executive Office and other central administrative services as necessary.
Budget and Finance
• Monitors status of expenditures and allotments linked to the Secretariat Budget for Centrally Coordinated Programmes and Upgrading of Substantive and Technical Skills (USTS).
• Reviews status of relevant expenditures and compares with approved budget, flagging any possible overspending.
• Reviews requisitions for goods and services in Umoja to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Reviews requests for learning budget funds, taking into account needs and the analysis and evaluation.
• Assists in reviewing expenditure reports submitted by Offices Away from HQ in June and provide feedback and analysis on disbursement of second allocation.
• Assists in the preparation of budget performance submissions, reviewing all learning completed, and assesses unused budget at the end of the financial year.
• Prepares statistical tables, including of participation in learning programmes, and standard financial reports.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Drafts routine internal and external correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files.
• Coordinates with work unit and external counterparts.
• Trains other administrative assistants to support the performance of their duties as required.
• Supports the organization of learning programmes, including new approach to staff mobility.
• Contributes to the development, implementation, monitoring and evaluation of assigned programmes/projects emanating from the new approach to staff mobility, including assisting with communication.
• Performs other related administrative duties, as required.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided and approved.
• Processes the payment of contractors' invoices and monitor payments.
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 perform analysis, modeling and interpretation of data in support of decision-making. 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.
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 the 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.
High school diploma or equivalent is required.
A minimum of five years of experience in administrative services, finance, budgeting, accounting, audit, human resources or related area is required.
Experience in Advanced Excel, PowerBI, and hands-on experience in an Enterprise Resource Planning system is desirable.
Experience in supporting the organization of learning programmes is desirable.
1 year or more of experience in data analytics or related area is desirable.
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 an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.Special Notice
Appointment or assignment against this position is for an initial period of one year. Extension of the appointment or assignment is subject to budgetary approval.
This position is 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources, and who have continuously held such appointments, are not required to take the new test.
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.
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.