Administrative Assistant
Organizational Context
The Office of the United Nations Ombudsman and Mediation Services (UNOMS) in New York, with seven regional branches, serves as an informal pillar of the UN's internal justice system. Its mandate is to offer impartial and neutral services for staff and affiliated personnel to address work-related concerns. The Administrative Assistant role supports UNOMS operations and reports to the Special Assistant to the Ombudsman and the Chief of Service.
Job Purpose
The Administrative Assistant plays a crucial role in supporting the overall administration of the Office of the United Nations Ombudsman and Mediation Services (UNOMS). This position is responsible for managing a wide range of administrative, human resources, and financial tasks to ensure the efficient operation of the office, particularly supporting the front office of the Assistant Secretary-General. The role involves coordinating diverse activities, monitoring workflows, and ensuring timely delivery of management directives. The incumbent will also draft correspondence, liaise with internal teams and service units, and provide guidance to junior staff, contributing to the effective functioning of UNOMS and its mandate to provide accessible, impartial services to UN personnel.
Responsibilities
The Administrative Assistant is responsible for comprehensive Human Resources Management, including initiating and processing recruitment actions for staff and consultants, managing placements, promotions, and performance appraisals, and ensuring adherence to UN rules. This includes overseeing vacancy announcements and monitoring staffing tables. In Budget and Finance, the role involves assisting in budget preparation, monitoring expenditures against approved budgets, preparing financial reports using enterprise systems like Umoja, and coordinating with finance staff. General Administration duties encompass providing substantive and administrative support for the front office, managing priorities and workflow, drafting routine correspondence, coordinating with service units and internal teams, and performing other administrative tasks such as travel, vendor payments, space planning, and IT maintenance. The role also includes guiding and supervising junior General Service staff.
Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. Experience with enterprise resource management systems like Umoja is also mandatory. Experience with talent management software and supporting a senior official's front office is desirable.
Skills
Proficiency in administrative functions (budget, HR, database management), knowledge of UN administrative/financial/HR rules, planning and organizing abilities, and technological awareness including willingness to learn new technology.