Administrative Assistant

Org. Setting and Reporting

This position is located in the Office of the United Nations Ombudsman and Mediation Services (UNOMS) which acts as an independent, confidential and neutral dispute resolution resource to provide a safe setting in which all staff members feel comfortable in being able to bring forward issues or concerns. The Administrative Assistant reports to a senior staff of the Ombudsman’s Front Office.

Responsibilities

Within delegated authority, 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 the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, training etc., ensuring consistency in the application of UN rules and procedures.
• Oversees the maintenance of job openings and vacancy announcement files and keeps track of status of vacancy announcements.
• 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, particularly the Peacekeeping support account budget. Consolidates budget/work programme with respect to Headquarters’ budget and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• 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 or customizes financial reports from Umoja or similar enterprise resource system-generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration:

• Assists in the overall administration of UNOMS, i.e. provides substantive and administrative support in managing priorities and workflow of the front office of the Assistant Secretary-General; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• 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 Regional Offices.
• 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 seminars, conferences and translations.
• Is responsible for guiding, training, and supervising the work of more junior General Service staff.
• Perform other tasks as requested.

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. Experience in using enterprise resource management systems, such as Umoja is required. Experience in using talent management software such as Inspira or similar, is desirable. Experience working in the office of a senior official is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/245092?language=en