Senior Administrative Assistant
Organizational Context
The One Executive Office (One EO) within the UN Secretariat's Department of Operational Support provides comprehensive administrative and operational services to New York-based entities. Located at UN Headquarters, One EO is part of the UN80 reform initiative to consolidate administrative functions. This role is within the Specialized Desk 4 (Travel), supporting client entities with travel certification, procurement, and related activities.
Job Purpose
The Senior Administrative Assistant supports client entities by providing essential administrative and operational services, focusing on travel certification, procurement, and general administrative tasks within the One Executive Office. This role is crucial for the efficient functioning of the Specialized Desk 4 (Travel) at UN Headquarters. The position involves assisting in budget preparation and monitoring, managing financial reports, and ensuring compliance with UN policies and procedures. The incumbent will also provide guidance to other staff, coordinate with various service units, and handle contract administration. This role contributes to the overall objective of consolidating administrative functions and delivering high-quality support to UN Secretariat entities, ensuring smooth operations and effective resource management.
Responsibilities
Manage and monitor unit work programmes and budgets, including financial administration, resource reallocation, and preparation of financial reports. Review and finalize cost estimates and budget proposals, ensuring compliance with UN mandates and policies. Oversee budget implementation and expenditures, and manage extra-budgetary resources and trust funds. Act as a Certifying Officer for travel and other commitments. Provide guidance, training, and supervision to general service staff. Coordinate administrative activities, resolve issues, and ensure compliance with UN policies and procedures. Administer contracts with external vendors, process invoices, and manage payments. Assist with data collection, analysis, and reporting for planning and decision-making. Support management during audits and reviews.
Work Experience
A minimum of ten years of experience in finance, budget, accounting, or administrative services is required. This is reduced to eight years with a first-level university degree. Experience with ERP financial modules (e.g., Umoja, SAP) is mandatory. Desirable experience includes managing extrabudgetary resources, arranging official travel, supporting senior management, and data analytics.
Skills
Professionalism, Teamwork, Client Orientation, Budget/Work Programme Management, Financial Administration, Human Resources Management, Database Management, Data Analysis and Interpretation, ERP System Proficiency, Contract Administration, Travel Management, Communication.