Administrative Assistant

Organizational Context

The Department of Operational Support (DOS) provides end-to-end operational support advisory services across the UN Secretariat. The Division for Special Activities (DSA) manages specialized capacities, including support for start-up, surge, transition, and liquidation requirements. The Support Partnership Service (SPS) coordinates relationships with key partners. This Administrative Assistant role sits within the SPS, reporting to a Programme Management Officer.

Job Purpose

The Administrative Assistant will provide comprehensive administrative support within the Support Partnership Service (SPS) of the Department of Operational Support (DOS). This role is crucial for ensuring the smooth functioning of HR, budget, finance, and general administrative operations. The incumbent will manage personnel actions, monitor expenditures, draft communications, coordinate with partners, maintain records, and assist with data analysis and reporting. By handling these diverse tasks, the Administrative Assistant directly contributes to the operational efficiency and effectiveness of the SPS in managing its partnerships and supporting UN entities.

Responsibilities

Manage human resources activities, including recruitment, personnel actions processing via ERP systems, and responding to staff inquiries on entitlements and procedures. Oversee vacancy announcements and monitor staffing tables, preparing statistical data. Assist in budget preparation, monitoring expenditures, and elaborating resource requirements. Draft routine correspondence, communications, and contribute to periodic reports. Coordinate with internal and external partners, manage incoming correspondence, maintain files, and organize meetings. Perform other administrative duties, assist with data collection, analysis, presentations, and updating information materials. Administer contracts with external providers, audit invoices, process payments, and manage necessary UN forms and permissions.

Work Experience

A minimum of seven years of experience in programme or project administration, finance, audit, human resources, or related areas is required. One year of experience in data analytics is also required. Experience with ERP Systems like Umoja is mandatory. Experience in partnership issues within international organizations is desirable.

Skills

Professionalism, Communication, Planning and Organizing, Budget/Work Programme Management, Human Resources Administration, Database Management, Data Analytics, ERP Systems (Umoja).

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