Administrative Assistant

Organizational Context

The Department of Operational Support (DOS) provides comprehensive operational support across the UN Secretariat, including field missions. Within DOS, the Office of Supply Chain Management (OSCM) oversees various divisions, including the Uniformed Capabilities Support Division (UCSD). This Administrative Assistant role is situated in the Office of the Director (OD) within UCSD at UN Headquarters in New York, reporting to the Administrative Officer.

Job Purpose

The Administrative Assistant provides crucial support to the Office of the Director within the Uniformed Capabilities Support Division (UCSD) of the Department of Operational Support (DOS). This role is integral to the efficient functioning of the division, which handles significant financial and human resource operations related to military and police contingents. The incumbent will manage a range of administrative tasks, including human resources actions, budget monitoring, financial proposal assistance, general administrative duties, and contract administration. By ensuring smooth administrative processes, the role directly contributes to the division's ability to manage reimbursements exceeding $2 billion annually and support Member States and Secretariat counterparts effectively.

Responsibilities

The Administrative Assistant is responsible for a broad spectrum of administrative duties. In Human Resources Management, this includes initiating, processing, and following up on recruitment, placements, performance appraisals, and staff separations, ensuring adherence to UN rules. For Budget and Finance, the role involves assisting in budget preparation, monitoring expenditures against approved budgets, and preparing performance reports. General Administration encompasses drafting correspondence, coordinating with service units and internal teams, managing travel programs, monitoring accounts, and overseeing office technology needs. Additionally, the position involves Contract Administration, such as processing contractor invoices, monitoring payments, and preparing necessary UN forms and permissions for staff and contractors. The role may also include guiding junior staff.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This requirement is reduced to five years for candidates with a first-level university degree. Experience supporting senior officials in an international organization's front office, drafting official correspondence, and using Microsoft Office Suite is essential. Experience with recruitment modules (e.g., Inspira), ERP systems (e.g., SAP), and field operations support is desirable.

Skills

Proficiency in administrative functions (budget, HR, database management), UN administrative/financial/HR rules, planning and organizing, and client orientation. Ability to draft correspondence and reports. Experience with Microsoft Office Suite is desirable.

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