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
- Operations and Administrations
- Administrative support
- Closing Date: 2023-04-06
Org. Setting and Reporting
This position is located in the Office of the Chief, Travel and Transportation Section (TTS), Facilities and Commercial Activities (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports directly to Chief of the Section and under the overall supervision of the Chief of Service.
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.
Under the direction of the Chief of the Section, the administrative assistant will be responsible for the following duties and responsibilities:
Human Resources Management
• Coordinates various actions related to the administration of the Section/Service’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
• Oversees the maintenance of vacancy announcement electronic files and keeps track of status of vacancy announcements.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff with respect to 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. appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.
Budget and Finance
• Provides expert assistance in the preparation and development of the Section/Services work programme and budget.
• Assists in monitoring budget/work programme with respect to various budgets, and other funds on a regular basis, and suggests reallocations of resources and implements the redeployments as necessary.
• 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.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements of the Section/Service, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommends reallocation/redeployment of funds as necessary.
• Reviews shopping carts for goods and services to ensure (a) correct Cost Centres have been charged, and (b) availability of funds.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of budget performance submissions.
• Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
Operational Supervision & General Administration
• Provides guidance, training and daily supervision to other general service and trades and crafts staff in the area of responsibility.
• Prepares working papers required for policy matters, conducts related research and makes recommendations to the Chief of Section/Service.
• Provides assistance in drafting of Standard Administrative Instructions/Information Circulars budget agreements, s or other activities as appropriate.
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. Makes recommendations on various ways to improve service delivery and efficiency.
• Coordinates extensively with Section/Service’s units and liaises frequently with internal team members at Headquarters.
• Performs other related operational supervision and administrative duties, as required (e.g. transportation operations unit activities, monitoring accounts and payment to vendors and individual contractors for services, and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
• 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 by the contractor and approved by the UN.
• Reviews Statements of Work required for procurement process.
• Assists with the analyses of bids for proposed contract awards (related to the provision of services provided by outside contractors) prior to recommendation to the Procurement Division.
• Reviews all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, swipe-card access and door keys.
• 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. 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.
• 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent is required. Additional training courses in administration is desirable.
A minimum of ten years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related area is required.
Experience in supervising junior staff is required.
Experience administering complex projects is desirable.
Experience with Enterprise Resource Planning system funds management module is desirable.
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.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.
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.
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.