Administrative Assistant
Organizational Context
The Department of Operational Support (DOS) in New York provides comprehensive administrative support, including HR, budget, finance, and facility management, to UN Headquarters entities and global financial operations. The Division of Administration (DOA) within DOS serves as the Common Administrative Platform. This Administrative Assistant role is situated within the Office of the Director (OD) of DOA at UN Headquarters, reporting directly to the Director.
Job Purpose
The Administrative Assistant provides essential administrative support to the Director of the Division of Administration, contributing to the effective implementation of divisional activities. This role involves managing human resources actions, assisting with budget and finance preparations, and handling general administrative tasks. Key responsibilities include processing HR-related actions, coordinating with various service units, drafting correspondence, managing the Director's schedule, and supporting workflow coordination. The position also involves assisting with data analysis, report preparation, and potentially guiding junior staff, ensuring smooth office operations and service delivery within the Department of Operational Support.
Responsibilities
Manage human resources activities, including recruitment, performance appraisals, and staff separations, ensuring adherence to UN rules. Monitor and prepare statistical data and charts related to HR functions. Assist in the preparation and review of financial and HR proposals and requirements. Coordinate with administrative service units and finance teams on budget report preparation. Provide comprehensive administrative support to the Director, managing correspondence, scheduling meetings, and prioritizing tasks. Coordinate extensively with internal service units (OneEO, Financial Operations Service, Facilities and Commercial Activities Service) to ensure efficient workflow and resolve operational issues. Perform other administrative duties such as managing travel programs, space planning, and equipment maintenance. Potentially guide and train junior staff. Assist the data team with data collection, analysis, presentation, and report preparation, including developing visualizations and updating web content.
Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to five years for candidates with a first-level university degree. Experience supporting senior management, coordinating schedules, managing correspondence, and handling sensitive information is essential. Experience coordinating cross-functional initiatives and working in a fast-paced environment is desirable. One year of data analytics experience is also desirable.
Skills
Professionalism in administrative functions (budget, HR, database management), adherence to UN rules, data analysis capabilities, effective communication (written and verbal), and strong planning and organizing skills.