Job Opening
Job Opening ID: 225096
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-7
Duty Station : NEW YORK
Department/Office : United Nations Joint Staff Pension Fund – Office of Investment Management
Date Posted : Jan 5, 2024
Deadline : Feb 3, 2024

Org. Setting and Reporting
The United Nations Secretary-General is responsible for the investment of the assets of the United Nations Joint Staff Pension Fund (UNJSPF). The Secretary-General has delegated this responsibility to the Representative of the Secretary-General for the investment of the assets of the UNJSPF (RSG). The RSG heads the Office of Investment Management (OIM), which manages a $80+ billion multi-asset class, global investment portfolio, about 85% of which is actively managed in-house. Asset classes under management comprise global equities, fixed income, foreign exchange, private equity, real estate, infrastructure, timber and commodities. OIM’s staff are all based in New York but come from over 30 countries. For more information please visit OIM’s website at https://oim.unjspf.org/.

This position is located in the Procurement and Finance Team. The incumbent reports to the Senior Programme Officer.
Responsibilities
Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties:

Budget and Finance
• Provides expert assistance in the preparation and development of the unit’s work programme and budget.
• Assists in monitoring budget/work programme with respect to various budgets, on a regular basis, and suggests reallocations of resources and implements the redeployments as necessary.
• Collects data from relevant databases and prepares customized BI reports and dashboards for Senior Management.
• Provides assistance in the review, and preparation of the budget plan and its revisions.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from sections in OIM including programmatic aspects; ensures compliance with the other legislative mandates.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Monitors expenditure report, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of budget performance submissions.
• Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

General Administration
• Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
• Provides assistance in researching and collecting data to respond to questions from internal and external auditors and Governing Bodies.
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members regarding shipping of documents
• 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 and coordinate seminars, conferences and translations, generates requisition for the office supplies.)

Contract Administration
• Assists with day-to-day administration of contracts by liaising with the UN Procurement Division.
• Monitors the status of contract expiration and prepares memos to address issues raised by requisitioners.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service Committee members including: UN grounds passes, property passes etc.
Competencies
•Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent.
Project Management training is desirable.
Procurement training certificate is desirable.
Job – Specific Qualification
Not available.
Work Experience
A minimum of ten years of experience in administrative services, finance, accounting, audit, procurement or related area is required.

At least three years of experience with processing payments and reporting, at an organisational level is required.

At least three years of relevant experience in a financial institution is desirable.

Experience working with self-service analytics applications like Microsoft, Power BI, Qlik and Tableau is desirable.

Project management training is desirable

Procurement training certificate is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another official United Nations language is desirable.