Administrative Assistant
Organizational Context
The United Nations Joint Staff Pension Fund (UNJSPF) provides retirement, death, and disability benefits to UN staff and other member organizations. Administering benefits for over 90,000 beneficiaries globally, UNJSPF-PA has approximately 282 staff across four duty stations. This Administrative Assistant role, based in New York, reports to both the Facilities Management Team and the Sourcing Coordination Unit within the Business Support Section.
Job Purpose
The Administrative Assistant supports the Business Support Section of the United Nations Joint Staff Pension Fund (UNJSPF) in New York. This role is crucial for the effective functioning of facilities management, budget and finance, general administration, and contract administration. The incumbent will manage work orders, coordinate office moves, process contractor invoices, monitor expenditures, draft correspondence, maintain records, and assist with data analysis and reporting. The position requires close interaction with internal staff, external contractors, vendors, and various UN departments, ensuring smooth operations and adherence to UNJSPF policies and procedures.
Responsibilities
Facilities Management: Manage and create work orders for facility repairs, coordinate office moves, supervise contractor work, review and process invoices, and maintain relevant documents and plans. Budget and Finance: Monitor expenditures and allotments, update budget tables, support budget reviews, verify requisitions, assist with budget performance submissions, and prepare financial reports. General Administration: Draft correspondence, maintain administrative files and SharePoint records, and perform other administrative duties such as managing travel programs, vendor payments, space planning, and coordinating seminars. Contract Administration: Assist in the daily administration of external service contracts, audit contractor invoices, process payments, and manage contract-related forms and permissions.
Work Experience
A minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or facilities management is required. This requirement is reduced to three years for candidates with a first-level university degree. One year of experience in procurement, contract management, facilities management, or data analytics is also necessary. Experience in an international organization or a pension fund is desirable.
Skills
Professionalism, Communication, Teamwork, Data analysis, Budget management, Contract administration, Facilities management, Financial reporting, Record keeping, Interpersonal skills.