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, e.g., recruitment of staff and consultants including initiating Job Openings/Temporary Job Openings at all levels, coordinating and scheduling competency-based interviews and serving as HR ex-Officio, coordinating, scheduling and proctoring assessments, reviewing recruitment cases for submission to Central Review Body, conducting pre-recruitment formalities such as reference verification, job classification reviews, etc., ensuring consistency in the application of regulations and procedures. ? Provides advice and guidance to hiring managers with respect to candidate screening and staff selection processes. ? Maintains and reviews organizational staffing tables; assists with preparation of recruitment statistical data and reports. General Administration ? Prepares, processes and follows-up on administrative arrangements and forms related to visas and official travel of staff. ? Drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; schedules appointments/meetings, monitors deadlines, etc. ? Maintains electronic files of rules, regulations, administrative instructions and other related documentation. ? Maintains up-to-date recruitment working files (electronic). ? Coordinates extensively with UNDSS Divisions, other service units and liaises frequently with internal team members both at Headquarters and in the field. ? Performs other related administrative duties, as required, e.g., undertakes research on a arrange of administrative and HR related issues and assists in the preparation of notes/reports. Contract Administration ? Assists with administration of contracts between the UN and external contractors for outsourced services related to recruitment. ? Processes the payment of contractors’ invoices and monitor payments. ? Prepares and processes all UN forms and permissions for consultants and individual contractors.

Requirements: 

Education

High school diploma or equivalent.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five 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 three (3) for candidates who possess a first-level university degree or higher. Experience in the full end to end cycle of recruitment is required. Experience working with a recruitment module/electronic talent management system such as inspira, Oracle People Soft or similar applications is required. Experience in the application of human resources rules and regulations in the United Nations Common System or a similar international organization is desirable. Experience with an ERP system, such as Umoja, or other similar systems is desirable. Experience in office support functions, including use of Microsoft applications such as Word, Excel, PowerPoint, SharePoint within the UN common system or other comparable international organization is desirable.

Languages

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.