Administrative Assistant
Organizational Context
The Common Administrative Platform (CAP) within the UN Secretariat's Department of Operational Support (DOS) is consolidating administrative functions. This role is within the One Executive Office (One EO) in New York, specifically administering Affiliate Personnel for Specialized Desk 3. The One EO provides comprehensive administrative and operational services to New York-based Secretariat entities, ensuring compliance with UN regulations and procedures.
Job Purpose
The Administrative Assistant will support the One Executive Office (One EO) in New York by administering Affiliate Personnel, including Consultants, Individual Contractors, and Interns. This involves managing HR actions, responding to staff inquiries regarding entitlements and procedures, maintaining vacancy files, and processing personnel actions through Umoja. The role also contributes to budget and finance administration by assisting with proposal preparation, monitoring expenditures, and generating financial reports. Additionally, the position handles general administrative tasks, contract administration for outsourced services, and may supervise junior staff, ensuring efficient and compliant operations within the CAP framework.
Responsibilities
Administer Affiliate Personnel, including processing HR actions, providing guidance on entitlements and procedures, and managing vacancy announcements. Process personnel actions through Umoja and maintain staffing tables with statistical data. Assist in preparing and reviewing financial and HR proposals, monitor expenditures against budgets, and prepare financial reports. Draft routine correspondence, coordinate with service units, and review service requests for Affiliate Personnel. Manage day-to-day administration of Affiliate Personnel contracts, verify contractor eligibility, audit invoices, and process payments. Prepare requests for hiring retirees and separated staff, and process UN forms for contractual and work unit permissions. May guide and train junior staff, and assist with data collection, analysis, and reporting.
Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This minimum is reduced to five years for candidates with a first-level university degree. Experience in administering Affiliate Personnel within the UN Common System or a similar organization is essential. Experience with ERP systems like SAP Umoja is desirable.
Skills
Professionalism, Planning & Organizing, Client Orientation, Data analysis and interpretation, Ability to apply UN administrative, financial, and HR rules, Experience with ERP systems (desirable).