ADMINISTRATIVE ASSISTANT

Organizational Context

This Administrative Assistant role is within the Child Protection Team, Policy and Best Practices Service (PBPS) of the Department of Peace Operations (DPO) in New York. The division is mandated to develop and disseminate peacekeeping policy and doctrine, evaluate policy application, and gather lessons learned. PBPS specifically supports DPO and DOS by promoting best practices and developing guidance materials to enhance peacekeeping operations' efficiency and effectiveness.

Job Purpose

The Administrative Assistant will provide crucial support to the Child Protection Team within the Department of Peace Operations. Reporting to the Child Protection Officer, this role is integral to the effective functioning of the Policy, Evaluation and Training Division. The incumbent will manage a range of administrative functions, including human resources actions, budget and finance monitoring, and general administrative support. This includes processing recruitment, managing staff records, monitoring expenditures, preparing financial reports, and coordinating official travel. The role also involves assisting with contract administration and ensuring compliance with UN regulations and procedures, thereby contributing to the overall efficiency and operational success of peacekeeping support activities.

Responsibilities

Manage human resources activities, including recruitment, placement, performance appraisals, and training, ensuring adherence to regulations. Maintain and certify administrative data in electronic systems for time, attendance, and performance. Review staff entitlements and provide guidance on administrative procedures. Monitor budget expenditures and allotments, draft cost plans, and review requisitions for goods and services. Assist in budget performance submissions and prepare financial reports. Process administrative arrangements for official travel and draft routine correspondence. Maintain organized work unit files and coordinate with service units and internal teams. Perform other administrative duties, such as managing vendor payments and organizing events. Assist with the administration of contracts, audit invoices, and process payments for external contractors. Prepare and process necessary UN forms and permissions for staff and contractors.

Work Experience

A minimum of 5 years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to 3 years for candidates with a first-level university degree. Experience in an international organization is mandatory. Experience with Umoja or similar ERP systems, integrated information management systems, and processing official travel is desirable.

Skills

Professionalism, Planning & Organizing, Client Orientation, Human Resources Management, Budget and Finance Management, General Administration, Contract Administration, Data Management, Interpersonal Skills, Communication.

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