Administrative Assistant
Organizational Context
The Office of Information and Communications Technology (OICT) drives the UN Secretariat's digital transformation, aiming for secure, reliable, and innovative technology solutions. The Enterprise Programme Management Section (EPMS) provides executive direction within OICT. This Administrative Assistant role is situated within the HR Unit of EPMS, reporting to the HR Team Lead.
Job Purpose
The Administrative Assistant supports the Human Resources Unit within OICT's Enterprise Programme Management Section. This role is crucial for managing HR activities, ensuring consistency with UN regulations and procedures. Key responsibilities include processing staff administration actions, maintaining HR data, providing guidance on HR processes, and assisting with recruitment through systems like Inspira. The position also contributes to budget and finance support, general administration, and travel arrangements, ensuring efficient operations within the HR unit and supporting the broader digital transformation goals of OICT.
Responsibilities
Manage human resources administration, including recruitment, placement, performance appraisals, and contract extensions, ensuring compliance with regulations. Monitor HR data, such as time and attendance, and provide guidance on administrative procedures. Maintain staffing tables and generate ERP reports. Assist hiring managers with recruitment processes. Support budget preparation and finance-related tasks, including rate card development and validation. Handle administrative arrangements for official travel, draft correspondence, and maintain work unit records. Coordinate with service units and internal teams. Perform other administrative duties, including managing vendor payments, space planning, and IT needs. Provide backup support for contractual services management.
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 for candidates with a university degree. Experience with ERP systems like Umoja or SAP for staff administration is mandatory. Experience with ERP requisitioning tools and purchase orders is desirable.
Skills
Professionalism, Planning and Organizing, Client Orientation, administrative functions, budget/work programme management, human resources management, database management, UN administrative/financial/HR rules and regulations, ERP systems (Umoja, SAP), recruitment processes, data analysis, travel administration, correspondence drafting, vendor payment management.