Administrative Assistant

Org. Setting and Reporting

The Department of Operational Support was established to provide end-to end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Enabling and Outreach Service supports supply chain operations through the provision of operational reporting, business intelligence, supplier diversity and supply chain planning and performance management. The Supply Chain Planning and Performance Management Section drives supply chain planning, forecasting, and performance management across DOS, delivering data-driven insights, performance monitoring and integrated planning to support OSCM-mandated categories and category management strategies. Through robust planning and performance frameworks, the Section enables operational effectiveness, informed decision-making, and continuous improvement across the organization. This position is located in the Office of Supply Chain Management of the Department of Operational Support. The Administrative Assistant reports to the Chief of Supply Chain Planning and Performance Management Section or her/his designated official

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Section's administrative and human resource activities, e.g. recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with Executive Office as necessary. • Maintains and reviews organizational staffing tables; prints and reviews reports. Budget and Finance • Monitors status of expenditures and allotments, records variations, updates budget tables. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions. • Prepares statistical tables and standard financial reports. General Administration • Manages and coordinates the Section Chief's daily calendar and Section meetings by compiling agenda items, arranging meeting logistics, recording and tracking action points, and ensuring timely follow-up on meeting outcomes. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence and processes communications through the relevant correspondences management platform. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work Section files in the various platforms and systems to ensure information is current, accessible and archived. • Assists in maintaining section workplans, action trackers, and reporting schedules, coordinating the compilation and quality review of planning submissions and performance reports, and following up with focal points to ensure timely completion of assigned actions. • Assists in data analysis, reporting, dashboard maintenance, and the preparation of presentations and information materials, leveraging multiple data sources to support communication, performance monitoring, planning, and decision-making. • Coordinates extensively with the Section units and liaises frequently with internal team members. including requests for information and follows up with internal and external stakeholders. • Performs and coordinates other related administrative duties, as required, e.g., leave plans; daily calendar of the Section Chief, attend meetings and draft action points, 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 administrative arrangements for seminars, conferences, events and translations.

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. PLANNING AND 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five (5) 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 three years for candidates who possess a first-level university degree or higher. Experience in the use of Microsoft Office Suite, including Excel, Word and PowerPoint is required. Experience maintaining SharePoint sites, Teams channels or similar collaboration platforms is required. Experience working with data analytics and visualization tools and developing data analytics and visualization reports and dashboards is desirable. Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable. Experience in providing administrative support in the United Nationals Common System, or comparable public sector institution, is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).

Required Languages

Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II


Desirable Languages

Language Reading Writing Listening Speaking French UN Level I UN Level I UN Level I UN Level I


Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

Appointment against this post is open for an initial period of one year. This position is funded by the Support Account for Peacekeeping Operations. The appointment or assignment and renewal; is therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate. Staff members are subject to the authority of the Secretary General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Applicants who have reached the mandatory age of separation are not eligible to apply for job openings to support participation in the recruitment process when requested and indicated in the application. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section 2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.