Administrative Assistant

Org. Setting and Reporting

This position is located in the Human Resources Management Section, Executive Office, Department of Economic and Social Affairs (DESA). The Executive Office provides human resources, finance and budget, logistics and general administrative support to the Department of Economic and Social Affairs (DESA), Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (OHRLLS), Office of the Special Adviser on Africa (OSAA), Regional Commissions New York Office (RCNYO), and Chief Executive Board Secretariat (CEB/NY). The incumbent reports to the Senior Human Resources Officer and the Human Resources Officer in the Human Resources Management Section of the Executive Office, DESA. 

Responsibilities

Within delegated authority, under the direct supervision of the Human Resources Officer and the general guidance of the Senior Human Resources Officer, the Administrative Assistant will be responsible for the following duties:

Human Resources Management

• Initiates, reviews, processes and follows-up on actions related to the administration of human resource activities, e.g., recruitment of staff and non-staff personnel, extension, placement, promotion, relocation, transfer, separation of staff members, etc., ensuring consistency in the application of UN rules and procedures.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Reviews and processes personnel actions through the integrated information management system; Monitors, creates on behalf as required and maintains positive time recording, attendance records and balances of staff members, including overtime and compensatory time off, maternity/paternity leave, special leave, sick leave, etc. Acts as the Umoja Time Senior Administrator. Reviews monthly staffing tables and monthly payroll withhold reports for corrective actions as necessary.
• Administers and facilitates staff and non-staff on boarding processes and procedures and separation clearance.
• Serves as focal point for Umoja Employee and Manager Self-Service (ESS/MSS) functionalities.
• Creates and updates staffing data and master records and provides detailed reports as requested.
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements related to common staff costs, such as travel, shipment of personal effects, and projected staff movements. Undertakes periodic review of unliquidated obligations related to common staff costs for the purpose of liquidating balances that are no longer needed.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Prepares travel requests for travel under common staff costs and official travels for staff and consultants, experts, meeting participants, and member of Commissions. Reviews related claims for reimbursements for certification by Certifying Officers. Reviews requisitions for approval by the Finance Officers.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• 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.
• Performs other related administrative duties, as required (e.g., 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 seminars, conferences and translations, certification of requests for UN ID cards, laissez-passers, certificates and visas).
• Maintains personnel working files as well as electronic filing in SharePoint.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to 5 years for candidates who possess a first level university degree or higher. Experience in using an integrated information system, such as Umoja or other similar system, for staff administration functions, including administration of contracts and benefits and entitlements, with the United Nations or other international organizations is required. Experience in administrative processes on induction, onboarding and separation is required. Experience in processing travel requests and travel arrangements is required. Experience as a certified HR Partner is desirable. Experience in using an integrated information management system, such as Inspira or other similar system, for recruitment of staff and non-staff is desirable. Experience in electronic filing system, such as SharePoint or other comparable systems is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/242567?language=en