Administrative Assistant

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This position is located in the United Nations Department of Safety and Security (UNDSS), Security and Safety Service (SSS), Administrative Section. The Administrative Assistant will report to the Administrative Officer. This is a unique opportunity to join a diverse, dynamic, and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management · Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. · Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews Umoja and Inspira reports. General Administration
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Independently manages cost recovery for SSS-NY security services in UMOJA, including creating, finalizing, and tracking Sales and Service Orders.
• Communicates independently on sensitive financial and logistical matters via emails and phone calls with UN entities’ front offices and executive offices, UN Missions, non-governmental organizations, and various other institutions.
• Maintains accurate and organized work unit files and serves as a backup for the Centralized Scheduling Unit’s reprimands and commendation memos.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Work Experience

• A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related field is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience with using organizational Enterprise Resource Planning (ERP) system and human resources information system, such as Umoja (SAP), Inspira (Oracle PeopleSoft), or similar system is required. Experience providing effective administrative services with respect to the full range of human resources, planning, work programming, budget and financial management tasks on international operations is desirable. At least one year of experience with application of administrative policies and procedures within the UN Common System or other similar large international organization is desirable. At least one year of experience in managing and maintaining data in computerized databases is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
• Note: Fluency equals a rating of “fluent” in all four areas (speak, read, write and understand). Knowledge of equals a rating of “confident” or “fluent” in at least two of the four areas.

Source: https://careers.un.org/jobSearchDescription/231764?language=en