Administrative Assistant

Organizational Context

The UN Secretary-General delegates UNJSPF asset investment to the RSG, assisted by the Office of Investment Management (OIM). OIM manages a $110+ billion global, multi-asset portfolio, primarily in-house, with staff based in New York. This position is within the Business Support Section (BSS), providing administrative support to UNJSPF-PA and OIM, reporting to the HR Team Lead.

Job Purpose

The Administrative Assistant plays a vital role within the Business Support Section, providing essential administrative support to the Office of Investment Management (OIM) and UNJSPF-PA. This position ensures the efficient and effective functioning of human resources management and general administrative operations, directly contributing to OIM's ability to manage its substantial global investment portfolio. The incumbent's contribution involves meticulously processing recruitment actions for staff, interns, and consultants, serving as a primary point of contact for staff inquiries, and maintaining comprehensive vacancy announcement files. Furthermore, the role supports data-driven decision-making by preparing statistical charts and assisting with data collection and analysis. The Administrative Assistant also drafts routine correspondence, aids in the day-to-day delivery of HR services, and provides critical support for key projects like the Service Now HRSD implementation, alongside monitoring flexible work arrangements and training requests. This comprehensive support is integral to OIM's operational continuity and success.

Responsibilities

The Administrative Assistant is entrusted with a comprehensive set of duties under delegated authority, primarily encompassing Human Resources Management and General Administration to ensure efficient departmental operations. Key HR responsibilities involve the full lifecycle of recruitment, including initiating, reviewing, processing, and diligently following up on actions for staff, interns, and consultants. The incumbent acts as a primary point of contact, responding to staff inquiries and offering accurate information and advice on various HR matters. This also extends to meticulously overseeing the maintenance of vacancy announcement files, tracking their status, and preparing insightful statistical data and charts to inform HR strategies. Within General Administration, the role requires drafting routine correspondence to address personnel-related inquiries and actively assisting with the collection, analysis, and visualization of critical data. The Administrative Assistant provides essential day-to-day support for HR services, contributes significantly to administrative tasks related to the Service Now HRSD implementation project, and plays a crucial role in monitoring and tracking flexible work arrangements and training requests. Furthermore, the position performs other diverse administrative duties as required, ensuring comprehensive support for the Office of Investment Management.

Work Experience

Seven years of relevant administrative or client service experience is required. Experience within an investment institution or pension fund is desirable.

Skills

Professionalism (administrative functions, UN rules, data analysis, efficiency, persistence). Teamwork (collaboration, valuing input, shared responsibility). Planning & Organizing (goal setting, prioritization, resource allocation, risk management, time efficiency).

Explore related opportunities