ADMINISTRATIVE ASSISTANT

Organizational Context

The International Civil Service Commission (ICSC), specifically its Salaries and Allowances Division, is seeking an Administrative Assistant. This role is crucial for supporting the Division's staff and operates under the direct supervision of the Chief of Division. The position is based in New York.

Job Purpose

The Administrative Assistant plays a vital role in supporting the Salaries and Allowances Division of the ICSC. This position is responsible for a wide range of administrative and programme support functions. Key contributions include managing official travel arrangements, drafting correspondence, maintaining essential documentation, and ensuring the accuracy of electronic information systems for time and attendance, and performance appraisals. The role also provides critical support for meetings, including preparing materials, taking notes, and finalizing reports. Furthermore, the incumbent will assist in researching salary issues, calculating entitlements, and maintaining databases for allowances and salary data, contributing to the Division's overall operational efficiency and accuracy in compensation support.

Responsibilities

The Administrative Assistant is responsible for comprehensive general administration, including preparing and processing travel arrangements, drafting routine correspondence, and maintaining organized files of regulations and instructions. This includes managing both paper and electronic records, and performing duties such as space planning and coordinating administrative arrangements for seminars and conferences. The role also involves entering and certifying administrative data in electronic systems for timekeeping and performance appraisals. In programme support, the incumbent will assist with meetings by preparing materials, taking notes, and finalizing reports. Responsibilities extend to maintaining mailing lists, researching and summarizing salary-related information for technical reports, and calculating salaries, allowances, and DSA entitlements. For compensation support, the role involves providing statistical and administrative assistance for DSA rate establishment, analyzing salary survey data, computing allowances, and maintaining the DSA database, including preparing monthly circulars. The position also supports survey specialists by preparing documentation and assisting in data analysis, including identifying and proposing corrections for inconsistent data, and performing tax calculations.

Work Experience

A minimum of five years of experience in administrative services, finance, international business administration, accounting, audit, or human resources is required. This requirement is reduced to three years for candidates holding a first-level university degree. Experience in interpreting rules, regulations, or policy, analyzing data, surveys, or statistics, and proficiency with Excel are desirable.

Skills

Proficiency in administrative, secretarial, and programme support functions. Knowledge of UN administrative, financial, and HR rules and regulations. Strong planning and organizing abilities. Excellent accountability and commitment to meeting deadlines. Ability to work efficiently and maintain composure under stress. Commitment to gender equality. Research and data analysis skills. Proficiency in Microsoft Excel.

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