Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management ? Initiates, reviews, processes 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 the Central Review Body, conducting pre-recruitment formalities such as reference verification, job classification reviews, ensuring consistency in the application of UN rules and procedures. ? Responds to enquiries and provides guidance and advice to hiring managers regarding the candidate screening and staff selection process, and classification procedures. ? Oversees the creation and maintenance of recruitment files and databases; keeps track of status of job openings to meet target dates. ? Monitors staffing table and prepares recruitment statistical data/charts. General Administration ? Drafts, edits, proofreads and finalizes for signature/approval a variety of correspondence and other communications; schedules appointments/meetings, monitors deadlines, etc.. ? Coordinates extensively with UNDSS Divisions, and 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 range of administrative and HR related issues and assists in the preparation of notes/reports, which includes response to auditors. ? Responsible for guiding, training, and supervising the work of more junior General Service staff. 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 seven (7) 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 5 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 the human resources module of an ERP system (SAP), 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 position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. Fluency equals a rating of “fluent” in all four areas (speak, read, write and understand). Knowledge of equals a rating of “confident” or “fluent” in at least two of the four areas.