Administrative Assistant
Organizational Context
The Department of Operational Support (DOS) provides comprehensive operational support, advisory services, and solutions across the UN Secretariat, including field missions and regional commissions. Within DOS, the Office of Supply Chain Management focuses on planning, forecasting, and performance management. This Administrative Assistant role is situated within the Supply Chain Planning and Performance Management Section, reporting to the Chief.
Job Purpose
The Administrative Assistant plays a crucial role in supporting the operational effectiveness of the Supply Chain Planning and Performance Management Section within the Department of Operational Support. This position is responsible for managing a wide range of administrative functions, including human resources processes, budget and financial monitoring, and general office administration. The role ensures the smooth and efficient operation of the section by maintaining accurate records, facilitating communication, coordinating travel, and supporting data analysis and reporting. By providing essential administrative support, the incumbent enables the Section Chief and team members to focus on strategic objectives, data-driven insights, performance monitoring, and continuous improvement in supply chain operations.
Responsibilities
The Administrative Assistant is responsible for a broad spectrum of administrative duties. In Human Resources Management, this includes initiating and processing HR actions, maintaining records, and advising staff on procedures. For Budget and Finance, responsibilities involve monitoring expenditures, updating budget tables, reviewing requisitions, and assisting with financial reports. General Administration encompasses managing the Section Chief's calendar, coordinating meetings, processing travel arrangements, drafting correspondence, maintaining official files, and assisting with workplans and reporting schedules. The role also supports data analysis, dashboard maintenance, and presentation preparation, liaising with internal teams and external stakeholders to ensure efficient information flow and operational support.
Work Experience
A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to three years with a first-level university degree. Experience with Microsoft Office Suite, SharePoint, and Teams is mandatory. Experience with data analytics tools and preparing administrative documents is desirable.
Skills
Professionalism, Planning and Organizing, Client Orientation, Data Analysis, Reporting, Microsoft Office Suite, SharePoint, Teams, HR Administration, Budget Management, Financial Monitoring, Travel Coordination, Correspondence Drafting.