Senior Administrative Assistant

This position is located in the Human Resources Management Section, Executive Office of the 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 Special Adviser for Africa (OSAA), Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (OHRLLS), Regional Commissions New York Office (RCNYO) and the CEB Secretariat (NY) Office. The incumbent reports to the Senior Human Resources Officer and the Administrative Officer in the Human Resources Management Section of the Executive Office, DESA.

Responsibilities

Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: Human Resources Management

• Coordinates various actions related to the administration of the Section’s human resource activities for staff and non-staff, e.g.,recruitment, placement, promotion, administration, performance appraisal, time management, movements and separation, training. etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
• Reviews and processes personnel actions through the Enterprise Resource Planning System (ERP/Umoja).
• Provides information and advice to staff and non-staff with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, in line with the organizational structures and approved budgets;
• Undertakes research on a range of human resources related issues (precedents, policies, rules and procedures)
• Assists with the collection and analysis of data as well as preparation of data presentations and reports on HR related issues, for information sharing, responding to queries, knowledge management, planning and decision making. This may include preparation of visualizations and updating information material such as web pages. Budget and Finance-related
• Acts as certifying official for HR and Entitlement Travel, Shipment and Expense Reports; coordinating with the Finance Team and liaising with staff in the Travel and Transportation Section and Finance Division, as required.
• Reviews open funds commitments on travel and shipment claims and updates accordingly.
• Provide up-to-date commitment and shipment requests, verifying cost center and follow up with staff members on submission of expense reports.
• Acts as Organizational Management Administrator, and perform OM-related actions, as required. General Administration
• Provides expert advice, guidance, training to other HR and Administrative Assistants, and overall supervision to junior staff in the area of responsibility.
• Assists with researching and reviewing complex and ad-hoc cases.
• 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 both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., focal point for HR related projects; support Officers with the review of litigation cases; etc.)

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of 10 years of experience in administrative services and human resources or related area is required. The minimum years of relevant experience is reduced to 8 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, entitlements and running reports with the United Nations or other international organization is required. Experience in application of staff regulations, staff rules, human resources policies, practices and administration of entitlements is desirable. Experience with travel processes in an ERP system is desirable. 1 year or more of experience in data analytics or related area is desirable.

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.

Source: https://careers.un.org/jobSearchDescription/233632?language=en