Senior Administrative Assistant

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Description

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This position is located in the Department for General Assembly and Conference Management (DGACM) in New York, in the Executive Office, which provides critical support to the Department of General Assembly and Conference Management by championing a robust decision-making framework anchored in key pillars, including alignment with the Department’s mandate and strategic objectives, adherence to the Delegation of Authority framework, and compliance with established policies, regulations, rules, directives, guidelines, and Standard Operating Procedures. The incumbent will report to a Human Resources Officer or Team Lead.

Responsibilities

Human Resources Management – Coordinates human resource activities, including recruitment, placement, promotion, and performance appraisal, ensuring consistency with UN rules and procedures. – Oversees maintenance of vacancy announcement files, track status, and review/process personnel actions through Umoja.

• Advises staff on visa matters, classification procedures, and conditions of service.
• Monitors staffing tables, provide policy advice, and support managers and staff on human resources and related matters.
• Supports the implementation of the Global Language Register (GLR) roadmap and advise on policy regarding recruitment of language professionals.
• Provides human resource input on proposed changes to staffing tables and support staff in incorporating the Values and Behaviours Framework into their work.
• Coordinates special HR projects, participate in ad-hoc project tasks, and lead teams as required.
• Ensures timely onboarding of staff, completion of administrative actions, and proper processing of staff benefits and entitlements.
• Supports the senior management team in ensuring policy compliance under the established Delegation of Authority (DOA) framework, logging exceptions, and reporting on DOA Key Performance Indicators (KPIs.)
• Provides support on policy issues, administrative responses, audits, inspections, evaluations, and management reports, and assist the Executive Officer as requested General Administration
• Provides guidance, training, and daily supervision to other general service staff in the area of responsibility.
• Identifies and resolve diverse issues/problems as they arise and determine appropriate actions.
• Assists with the collection and analysis of data, as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making.
• Assists with visualizations and updating information materials such as web pages or brochures.
• Supports the updating of business process analyses (BPAs) for all work processes managed by the Executive Office (EO) and finalize Standard Operating Procedures (SOPs) in support of the BPAs.
• Conducts a series of workshops organized by the EO for administrative, budget, and HR focal points within divisions and senior management teams.
• Supports the transition to a service model by utilizing available CRM platforms such as iNeed or an alternative. Contract Administration – Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Prepares and processes all UN forms and permissions for contractual workers, or UN staff.

Education

• High school diploma or equivalent is required.

Work Experience

• Ten years of experience in human resources and administrative services is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher. Seven years of experience in recruitment of staff and other personnel is required. Five years of experience with an Enterprise Resource Planning (ERP) system is required. One year 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/249677?language=en

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