Administrative Officer (Special Assistant), New York City

Org. Setting and ReportingThis position is located in the Office of the Director of the Division of Administration (DoA), within the Department of Operational Support (DOS), at United Nations Headquarters in New York. The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Division of Administration in New York provides administrative support functions (human resources, budget, finance and general administration) and facility management and commercial services to entities at United Nations Headquarters. It also provides financial operational services to entities across the globe. As Common Administrative Platform, the Division comprises the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service. The Administrative Officer (Special Assistant) directly reports to the Director of the Division of Administration (DoA). ResponsibilitiesWithin delegated authority, the Administrative Officer (Special Assistant) will be responsible for the following duties: Human Resource Management • Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, vacancies, job classification reviews, separation of staff members, training, etc., ensuring consistency in the application of UN rules and procedures. • Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. Budget and Finance • Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources. • Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures. General Administration • Maintains close contact with management and staff to ensure effective cooperation that facilitates the Director’s functional responsibilities for management oversight of the OneEO; • Manages senior official’s engagements with internal and external interlocutors; including by ensuring the timely provision of substantive and administrative support from within the departments/missions and UN partners to enable productive and results oriented interactions; • Implements and monitors support services, including procurement of supplies and services; transport, travel and traffic, communications, engineering and information technology support; and provision of local utilities and service requirements • Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues; serves as focal point and liaison on specific topics or policy-related issues. • Produces major/complex reports for management and reviews, as applicable, all related documentation for senior officials’ consideration and endorsement in the area of administration. • Provides p specialized advice to the Director on management and implementation of the Secretariat’s policies, procedures and activities related to the OneEO; advises senior UN officials on administrative issues and recommends course of action. • Performs other related duties as required, e.g., reviews of Secretariat offices and departments at headquarters/missions, operational travel programme, adequacy of departmental space requirements, and technology requirements. • Collects and analyses data to identify trends or patterns and provides substantive analytical support to the Director through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Performs other related work as required. CompetenciesPROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply United Nations administrative rules and regulations in work situations. Demonstrated conceptual, analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, and draw conclusions and recommendations. Shows pride in work and 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to analyse and interpret data in support of decision-making and effectively communicate resulting information to management. 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. TECHNOLOGICAL AWARENESS: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology. EducationAn advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationSuccessful completion of both degrees and non-degree programs in data analytics, business analytics or data science programs is desirable Work ExperienceA minimum of seven years of progressively responsible experience in administration, management, executive support, and coordination functions within an international organization is required. Experience in providing substantive and strategic advisory support to senior-level officials, including preparation of briefs, talking points, analytical reports and high-level correspondence on sensitive and politically complex matters, is required. Experience in liaising with entities and departments of the United Nations Secretariat or a similar international organization, as well as with external stakeholders, in support of senior management functions is required Experience in managing workflow systems, monitoring tools and coordination across multiple divisions to ensure the timely implementation of executive decisions is required. Experience working in front office operations supporting senior management is required. Experience in overseeing human resources processes within the United Nations or a similar international organization, including recruitment coordination, performance management and application of administrative rules and procedures, is desirable. At least two years of experience in data analytics or related areas is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).