Org. Setting and Reporting

This position is located in the Executive Office of the Department for General Assembly and Conference Management (DGACM), New York. Administrative Assistant will report to a designated Officer or Senior Administrative Assistant.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Reviews, processes and follows-up on actions related to the administration of the Executive Office’s activities, e.g. recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, support job classification reviews, separation of staff members, training, development of business process analyses and standard operating procedures, etc. whilst ensuring consistency in the application of UN rules and procedures • Responds to enquiries and provide information and policy advice to staff regarding HR and administrative policies such as conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations • Monitors and maintains staffing tables and performs related actions in Umoja Organizational Management Customer Relationship Management (CRM) • Provides support to the launch, rollout and uptake of Customer Relationship Management (CRM) platform in the Executive Office. • Assists in preparing proposals for automating the process of data extraction, data cleansing and consolidation for the monthly reports on HR and finance transactions and reports for information sharing, responding to queries, knowledge management, planning and decision making by the CRM Team Lead. • Addresses client concerns and complaints, participates in meetings with clients. • Attends CRM related meetings to ensure coherence and coordination between EO and DOS CRM function at UNHQ. • Supports the Team Lead by preparing relevant reports and presentations. • Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports. • Ensures that individual client related information/documentation is always updated in the repository. • Maintains mailing list for client focal points and ensures regular updates of client focal point information in CRM repository. • Keeps track of complaints received and common queries and establishes a Frequently Asked Questions database. • Keeps track of separating staff members, monitors clearance requests on the iNeed portal. • Ensures that the staff exit procedures are completed. Data analysis • Acquires data from primary or secondary data sources and maintain databases. • Assists with the preparation of financial reports and analysis. • Prepares data sets upon request. • Assists with the preparation of reports that provide accurate and timely financial and statistical information. • Assembles spreadsheets and draw charts and graphs used to illustrate reports. Contract Administration • Assists with day-to-day administration of contracts for contractors for outsourced services. • Evaluate requests of contractors and conducts onboarding procedures • Maintain rosters of contractual vendors and contractors. • Provides estimates for budget proposals. • Reviews invoices and process actions in Umoja for payment for vendors and CICs. • Provides guidance to client offices on language contractors relating to procedures and processes. • Audits the contractors’ invoices against the goods and services provided and approved by the UN. • Reviews contracts, verifies accuracy and resolves discrepancies in line with rules and guidelines. • Ensures contractor compliance with quality assurance requirements. • Processes the payment of contractors’ invoices and monitor payments • Performs any other duties as required.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., CRM, human resources, database management, etc. Ability to explore and extrapolate data retrieved from multiple sources and demonstrate capability to analyse and provide inferences; Ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to manage large staffing tables; Ability to apply knowledge of various 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. • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent. Supplementary training in Customer Relationship Management is desirable.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of experience in programme/project management, human resources, administrative services or other related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. A minimum of two years of experience in Enterprise Resource Planning (ERP) systems such as Umoja (SAP) or equivalent and Business Intelligence reporting is desirable. Experience in working with MS Excel creating pivot tables and charts using worksheet data and external resources is desirable. A minimum one year of experience in data analytics or related area is desirable. Experience in the United Nations system or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is desirable.