SENIOR ADMINISTRATIVE ASSISTANT

Organizational Context

This role is within the Common Administrative Platform (One Executive Office) of the UN Secretariat's Department of Operational Support in New York. As part of the UN80 reform, One EO consolidates administrative functions into unified service platforms, providing comprehensive HR, financial, travel, and general administrative support to New York-based Secretariat entities. The Senior Administrative Assistant reports to the Chief of Unit/Desk within Client Desk 4.

Job Purpose

The Senior Administrative Assistant serves as the primary focal point for client entities within Client Desk 4, providing essential administrative and operational support. This includes advising staff on human resources matters, coordinating HR actions like recruitment and performance appraisals, and managing staffing tables. The role also involves assisting with budget formulation and performance reporting, ensuring compliance with UN regulations. Additionally, the position supports general administration, including supervising General Service staff, resolving issues, preparing reports, and coordinating with various stakeholders. The aim is to ensure efficient and effective delivery of administrative services to client entities, enabling them to fulfill their mandates.

Responsibilities

Manage human resources functions for client entities, acting as a key point of contact and advising staff on HR matters, benefits, and entitlements. Coordinate HR actions such as recruitment, placement, promotions, and separations, ensuring timely completion. Maintain and monitor vacancy announcements and staffing tables, and oversee HR transactions in Umoja. Provide support for budget preparation, including reviewing and analyzing proposals for staff and non-staff requirements, and assisting with budget performance submissions. Offer guidance and supervision to General Service staff. Resolve administrative issues, collect and analyze data for reporting and decision-making. Coordinate with client entities and specialized desks. Perform other administrative duties, including managing travel programs, consultant payments, space planning, and equipment maintenance. Process UN forms and permissions for staff and contractors.

Work Experience

A minimum of 10 years of progressive experience in administrative services, finance, audit, or human resources is required (8 years with a university degree). At least 5 years of experience with UN administrative processes using Umoja or a similar ERP system is mandatory. Experience in a senior management front-office environment and supporting official travel within an international organization is desirable. Experience analyzing data with tools like Umoja Analytics or Power BI is also desirable.

Skills

Professionalism in administrative functions (budget, HR, database management), accountability, teamwork, and effective communication (written and verbal). Ability to analyze and interpret data for decision-making. Proficiency in UN administrative and financial rules and regulations. Experience with Umoja or similar ERP systems.

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