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, performance appraisal, job classification reviews ensuring consistency in the application of regulations and procedures. – Maintains administrative data and records for time and attendance of the office, leave plans for the senior leadership, performance appraisal status, roster of retirees, contact details of senior officials etc. in electronic information systems. – Prepares, communicates and follows up with OHR staff on the compliance with Mandatory Learning and Performance Evaluation requirements. – Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. – Maintains and reviews organizational staffing tables. – Prepares OHR Monthly updates for circulation. Budget and Finance: – Monitors status of expenditures and allotments through Umoja, records variations, and updates budget tables. – Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. – Prepares and reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. Assists in the preparation of budget performance submissions. – Prepares statistical tables and standard financial reports. General Administration: – 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. – Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. – Acts as the focal point of the Front-Office Correspondence and drafts routine correspondence. – Maintains files of rules, regulations, administrative instructions and other related documentation and maintains OASG common filing systems as well as work-unit files (both paper and electronic). – Develops an inventory of documentation to be retained, recording them in the office databases and shared drives. – Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field and produces and delivers final outcome. – Performs other related administrative duties, as required, e.g., iNeed requests, travel arrangements; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations. – Handles procurement actions for acquisition of equipment and supplies. Contract Administration: – Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. – Processes the payment of contractors’ invoices and monitor payments. – Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Requirements: 

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five (5) years of experience in administrative services, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience working in a senior official’s office at the United Nations or similar international organization is required. Experience producing HR Administrative data using Umoja or similar ERP system is desirable. Experience with advanced Excel, such as pivot tables and use of formulas, is desirable. Experience with the Inspira HR recruitment platform or a similar talent management system is desirable. 1 year or more of experience in data analytics or related area is desirable.

Languages

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.