Administrative Assistant

Organizational Context

The Office of Information and Communications Technology (OICT) leads the UN's digital transformation, aiming for secure, reliable, and innovative technology solutions. This role is situated within the Enterprise Programme Management Section and reports to the Senior Assistant of the Human Resources and Administration Unit. OICT values gender balance, diversity, and flexible work arrangements.

Job Purpose

The Administrative Assistant provides crucial support to the Enterprise Programme Management Section within OICT, contributing to the UN's digital transformation initiatives. This role is responsible for managing a wide range of administrative, human resources, budget, finance, and contract administration functions. By ensuring the smooth operation of these areas, the incumbent facilitates the efficient delivery of OICT's mandate. The position requires meticulous attention to detail in processing personnel actions, monitoring expenditures, preparing reports, and coordinating with various units. The role also involves providing information and advice to staff and contractors, and potentially supervising junior staff, all while upholding UN rules and procedures to achieve organizational goals.

Responsibilities

Manage human resources activities, including recruitment, placement, promotions, performance appraisals, and staff training, ensuring compliance with UN rules. Respond to inquiries regarding entitlements, administrative procedures, and contract terms. Oversee vacancy announcements and process personnel actions. Monitor staffing tables and prepare statistical data. Assist in budget preparation, monitor expenditures, and alert management to funding issues. Prepare financial reports and coordinate with finance staff. Draft routine correspondence and coordinate with internal and external service units. Perform general administrative duties such as managing travel programs, vendor payments, space planning, and equipment maintenance. Potentially guide and train junior staff. Assist in data collection, analysis, and report preparation. Administer contracts with external vendors, audit invoices, and process payments. Process necessary UN forms and permissions for staff and contractors.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, or human resources is required. This is reduced to five years with a first-level university degree. Experience with Enterprise Resource Planning (ERP) systems (e.g., Umoja, SAP) and Microsoft Office Suite (Word, Excel, SharePoint) is mandatory. Knowledge of UN financial rules and administrative procedures is desirable, as is experience in data analytics.

Skills

Professionalism, Planning & Organizing, Accountability, Human Resources Management, Database Management, Financial Administration, Data Analysis, Microsoft Office Suite, ERP Systems, UN Rules and Regulations.

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