SENIOR ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

This position is located within the Common Administrative Platform at United Nations Headquarters, referred to as the One Executive Office ("One EO"), under the Division of Administration in the Department of Operational Support (DOS). One EO started its transition phase on 1 January 2026 as part of the UN80 reform initiative, which aims to consolidate common administrative functions across Secretariat entities into unified service platforms. One EO provides the full range of administrative and operational services required by New York-based Secretariat client entities to fulfil their mandates, including human resources management, financial administration, travel, and general administrative support, while adhering to the delegation of authority framework and ensuring compliance with established regulations, rules, policies, guidelines and procedures. The position is in the Client Desk 4 of the OneEO/CAP New York. The Senior Administrative Assistant will report directly to the Chief of Unit/Desk.

Responsibilities

Human Resources Management: • Serves as the primary focal point for client entities under the purview of Client Desk 4. • Provides advice to staff of the client entities supported by Client desk 4, on human resources matters, including contractual status, benefits and entitlements, travel, and visa-related issues. • Coordinates and liaises with specialized desks supporting Client Desk 4 and ensure that the human resources actions- including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation- are completed in timely manner. • Maintains and monitors vacancy announcement of the client entities under the purview of Client Desk 4. • Responds to queries related to classification procedures and processes Monitors, reviews, and takes corrective action on personnel transactions as required. • Provides guidance to staff and affiliate personnel on conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Manages staffing tables for entities under Client Desk 4. • Monitors Umoja staffing tables for HR actions, including appointments, retirements, appointment expirations, reassignments, transfers, and staff movements. Budget: • Collects data from relevant databases and prepares customized financial and human resources reports as necessary. • Provides assistance in the review, and preparation of budget documents as necessary. • Reviews, analyses and assists in the formulation of budget proposals, in terms of staff and non-staff requirements for the client entities under the purview of Client Desk 4; ensures compliance and accuracy of data. • Assists managers in the elaboration of resource requirements for budget submissions, as required. • Assists in the preparation of budget performance submissions as required. General Administration: • Provides guidance, training, and daily supervision to General Service staff within the assigned area of responsibility. • Assists in drafting human resources documents and supports related activities, as required. • Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making in the area of HR. • Coordinates closely with client entities, CAP/NY specialized desks, and internal team members at Headquarters and other locations, as required. • Performs other related administrative responsibilities, as required (e.g., operational travel programme, monitoring and payment to consultants and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems as required for Client entities under the purview of Client desk 4). • Assists with visualizations and updating information material such as web pages or brochures, as required. • Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services as required • Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys as requiried.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget, 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. Able to perform analysis, and interpretation of data in support of decision-making. Ensure that work outputs and goals are consistent with agreed work programme and strategies; Ability to identify priority activities and assignments and ability to adjust priorities as required. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • 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. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of 10 years of progressively responsible experience in administrative services, finance, audit, human resources, or a related field is required. The minimum year of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. A minimum of 5 years of experience with UN administrative processes using Umoja or a similar ERP system, including financial functions, travel, HR actions, or procurement routing, is required. Experience working in a front-office environment of senior management within an international organization is desirable. Experience providing administrative support, including supporting official travel to senior management or delegations within the United Nations system or a similar international organization is desirable. A minimum of 1 year of experience in analyzing data and producing reports using analytic tools such as Umoja Analytics or Power BI is desirable.

Languages

English 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).

Required Languages

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


Assessment

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

Special Notice

This position is available for an initial period of one year with a possibility of extension subject to the availability of funds. 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. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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 disability. Reasonable accommodation for applicants with disability 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.