Administrative Officer (Special Assistant)

Organizational Context

This position is within the Office of the Director of the Division of Administration (DoA) at the UN Secretariat's Department of Operational Support (DOS) in New York. DOS provides comprehensive operational support globally. The Division of Administration offers administrative and facility management services at UN Headquarters and financial operations worldwide, functioning as a Common Administrative Platform.

Job Purpose

The Administrative Officer (Special Assistant) directly supports the Director of the Division of Administration. This role is crucial for managing human resources, including recruitment, performance appraisals, and staff training, ensuring adherence to UN rules. It involves leading and coordinating work programs and budgets for optimal resource utilization. The position also oversees budget and finance functions, monitoring allocations and identifying areas for improvement. Additionally, it manages general administrative tasks, facilitates senior official engagements, oversees support services like procurement and IT, and provides specialized advice on policies and procedures to senior UN officials, enabling effective management and decision-making.

Responsibilities

Key responsibilities include managing the full spectrum of human resource activities, such as recruitment, placement, promotions, performance appraisals, and staff training, ensuring compliance with UN regulations. The role involves providing expert advice on staff conditions of service and entitlements. It also entails leading the preparation and implementation of work programs and budgets, optimizing resource allocation. Financial responsibilities include initiating studies to enhance budget reporting, monitoring budgetary allocations, and proposing corrective actions. General administration duties encompass maintaining close contact with management, managing senior official engagements, overseeing support services (procurement, travel, IT), and supervising staff. The role requires producing complex reports, providing specialized advice on policies, and analyzing data for informed decision-making.

Work Experience

A minimum of seven years of progressive experience in administration, management, executive support, and coordination within an international organization is required. Essential experience includes providing strategic advisory support to senior officials, preparing briefs and reports, and liaising with UN entities and external stakeholders. Experience in managing workflow systems and supporting senior management operations is also necessary.

Skills

Professionalism, Teamwork, Planning & Organizing, Technological Awareness, data analysis, administrative procedures, budgetary management, financial management, human resources management, research and analysis, report writing, communication.

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