Administrative Assistant

Org. Setting and Reporting

In its Resolution A/RES/72/279, the United Nations General Assembly endorsed the transformation of the Development Operations Coordination Office (DCO) as a stand-alone coordination office within the United Nations Secretariat. The new DCO assumes managerial and oversight functions of the Resident Coordinator system under the collective ownership of the members of the United Nations Sustainable Development Group (UNSDG). The Country Business Strategies team (CBSS) serves as the secretariat to the UNSDG Business Innovation Group (BIG), which leads the work on advancing system-wide efficiencies. This position is located in DCO New York, under the supervision of the Chief of Country Business Strategy Section (CBS). The main goal of this position is to support the Section Chief, through coordinating schedules and meetings, providing administrative services, preparing meeting materials, data analysis and reporting, for various efficiency workstreams: Business Operations Strategy (BOS); Global Shared Services; Common Back Office (CBO); and Common Premises.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Operational Support:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Provides events management, logistical and operational support to upcoming events, including communication and outreach with various stakeholders engaging for the events, registration and preliminary analysis of the nominations, provision of logistical coordination for the various Training of Trainers (TOTs), Practitioner trainings and other meetings.
• Support the process of Data gathering and information analysis for the projects of the Section.
• Provide support to the core trainers in the preparation and delivery of presentations at various meetings and webinars
• Support organization of global, regional and country specific webinars, communicate with the participants, prepare pre/post webinar briefs as highlights for reporting and outreach purposes.
• Contribute to Branch’s communication on internal communication platforms, such as the UNSDG website updates, Yammer groups, and SharePoint and other means of community engagement.
• Develop and maintain SharePoint spaces and Online Forms, feedback tools for the workshops.
• Support maintaining up to date the workshop spaces, contribute in the analysis of the feedback from workshops, meetings, webinars participants.

Administrative Support:

• Through Inspira and UMOJA, initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures,
• Monitors staffing table and prepare relevant statistical data/charts.
• Assists in the preparation and review of financial and human resources proposals/requirements.
• Consolidates budget/work planning with respect to CBS resources.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, audit, human resources or related area is required. Two years or more of experience in general operations and administration, as well as communication, social media and outreach support or related area is desired. Familiarity of UN enterprise resource platforms (ERP, e.g. UMOJA, Inspira) is desired

Languages

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

Source: https://careers.un.org/jobSearchDescription/241497?language=en