Administrative Assistant
Organizational Context
The United Nations Joint Staff Pension Fund (UNJSPF) provides retirement, death, and disability benefits to UN staff and other member organizations. It serves over 90,000 beneficiaries globally and over 130,000 participants. The Pension Administration, with staff across New York, Geneva, Bangkok, and Nairobi, offers career growth opportunities. This Administrative Assistant role is within the Data Analysis Unit (DAU) in New York, reporting to the Chief of the DAU.
Job Purpose
This Administrative Assistant role supports the Data Analysis Unit (DAU) within the UNJSPF Pension Administration in New York. The primary purpose is to provide comprehensive administrative support to the Chief of the DAU and assist in the operations of the Committee of Actuaries and other managed groups. This involves managing diaries, coordinating meetings, handling documentation, maintaining digital and physical files, and updating the DAU intranet page. The role also contributes to data analysis by assisting with data collection, preparation of presentations and reports, conducting research, and managing the consulting actuary contract and invoices. The position aims to enhance the effectiveness and efficiency of the DAU by providing specialized administrative assistance and ensuring smooth day-to-day operations, ultimately supporting informed decision-making and knowledge management within the Fund.
Responsibilities
Provide administrative support to the Committee of Actuaries and other groups within the Data Analysis Unit (DAU), including diary management, meeting logistics, paper management, and minute-taking. Administer the appointment process and membership requirements for the Committee of Actuaries. Draft routine correspondence and maintain organized files of relevant rules, regulations, and administrative instructions. Manage and update work unit files, both paper and electronic, and maintain the DAU intranet page with current information. Assist in the collection and analysis of data, preparation of data presentations, and reports for information sharing, query response, knowledge management, planning, and decision-making. Support data visualization efforts and update informational materials like web pages or brochures. Conduct research using historical documents and information systems to complement analysis. Manage the day-to-day administration of the Consulting Actuary contract, including auditing invoices against services rendered and obtaining necessary payment approvals. Perform other administrative duties as required to support the DAU's functions.
Work Experience
Requires five years of experience in administrative services, conference servicing, general office support, or a related field. This requirement is reduced to three years for candidates holding a first-level university degree or higher. One or more years of experience in data analytics or a related area is desirable.
Skills
Professionalism, Communication, Planning & Organizing, Data analysis, Modelling, Interpretation of data, Budget/work programme management, Human resources management, Database management, Knowledge of UN administrative/financial/HR rules and regulations.