Administrative Assistant

Org. Setting and Reporting

This position is located in the Office of Human Resources (OHR) in the Department of Management Strategy, Policy and Compliance (DMSPC). The Administrative Assistant reports to the Senior Programme Officer (Mental Health UN System Global Lead). As approved by the High-level Committee on Management (HLCM) in October 2023, the UN System Workplace Mental Health and Well-being Strategy for 2024 and beyond reflects the UN’s ongoing high-level commitment to the mental health and well-being of UN personnel. The strategy builds on the foundations developed and moves towards a sustainable and integrated approach to mental health and well-being across the UN system. The strategy aims to promote a psychologically healthy and safe workplace that promotes a positive culture and staff well-being, prevents stigma and discrimination, and contributes to a productive and positive working environment. A variety of organization-specific and inter-agency efforts have been made to address psychosocial well-being and mental health in the United Nations workplace. The strategy is designed to assist the United Nations in creating a working environment that is conducive to good mental health and ensures that support is available when needed. The World Health Organization (WHO) and the International Labour Organization (ILO) recently released guidelines for workplace mental health that have informed the strategy. This approach will allow UN organizations to share good practices and use economies of scale for products and services. The Administrative Assistant will contribute to the implementation of the next iteration of the UN System Workplace Mental Health and Well-Being Strategy and the post will be funded by UN system organizations, for the UN system.

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, including recruitment of staff and consultants, ensuring consistency in the application of UN Secretariat rules and procedures.
• Responds to enquiries and provides information and advice regarding administrative procedures, processes and practices, duties and responsibilities, and entitlements under the relevant UN Secretariat Staff Rules and Regulations.

Budget and Finance

• Assists in the preparation of the yearly budgets.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• Prepares or customizes financial reports from Umoja generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• Drafts routine correspondence, monitors team inbox and maintains the shared SharePoint site.
• Coordinates with service units in Bonn and liaises frequently with internal team members, and also with Headquarters.
• Serves as a Secretary to the meetings of the Implementation Board: organises the meetings, takes minutes and maintains records in a way that is accessible to all members of the Implementation Board.
• 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 meetings, workshops and retreats).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information and communication material.
• Updates the Strategy website.

Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services, audits invoices and processes payments related to the activities of the UN system mental health and well-being strategy.
• Processes the payment of contractors’ invoices and monitor payments.
• Liaises with the resource management unit at the UN Secretariat for technical support.

Work Experience

• A minimum of seven (7) 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 five (5) years for candidates who possess a first-level university degree. Experience in advanced use of Microsoft applications, including Office 365 apps such as SharePoint, PowerBI, Outlook and Teams is required. Experience using ERP systems is required. Experience in data analytics and data collection is desirable. Experience working with new technologies, including artificial intelligence and other automated processes is desirable. Experience working in an interdisciplinary and cross-system environment 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 French is desirable. Knowledge of another official United Nations language is an advantage

Source: https://careers.un.org/jobSearchDescription/244885?language=en