Senior Administrative Assistant
Organizational Context
The Department of Operational Support (DOS) provides comprehensive operational support across the UN Secretariat. The Division of Administration (DOA) in New York offers administrative and facility management services to UN Headquarters and global entities. This Senior Administrative Assistant role is within the OneEO Client Desk 5, supporting key departments and offices, reporting to the Executive Officer.
Job Purpose
The Senior Administrative Assistant provides crucial administrative support to the OneEO Client Desk 5, which serves the Department of Global Communications, Development Coordination Office, and Resident Coordinator System. This role is vital for ensuring the smooth functioning of these entities by managing human resources, budget, finance, and general administrative tasks. The position contributes to operational efficiency by coordinating activities, providing expert advice, monitoring resources, and facilitating communication between management and staff, ultimately supporting the achievement of departmental objectives and UN-wide initiatives.
Responsibilities
Manage human resources administration, including recruitment, placement, performance appraisals, and staff relations, ensuring adherence to UN rules. Provide expert assistance in budget preparation, monitoring expenditures, and recommending resource reallocations. Collect data, prepare briefing materials, and support legislative and oversight bodies. Coordinate audit, risk management, and compliance activities. Offer guidance and supervision to general service staff. Draft agreements and provide senior administrative support for current and future needs. Resolve administrative issues, analyze information, and prepare recommendations for management. Coordinate cross-functional administrative processes, serving as a focal point for workplans and documentation. Perform other administrative duties such as travel, vendor payments, and office space planning. Assist with data collection, analysis, and information management. Support the planning and coordination of office-wide initiatives and change processes.
Work Experience
A minimum of ten years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to eight years with a first-level university degree. Desirable experience includes senior administrative support, cross-team coordination, management material preparation, stakeholder engagement, and executive office support.
Skills
Professionalism in administrative functions (budget, HR, database management), communication (clear speaking/writing, active listening), and planning/organizing (goal setting, prioritization, time management).