Administrative Assistant, New York City

Org. Setting and ReportingThe 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 (UN) Headquarters. It also provides financial operational services to entities across the globe. As the Common Administrative Platform, the Division comprises the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service. This position is located in the Office of the Director (OD), Division of Administration (DOA), within the Department of Operational Support (DOS), at the United Nations Headquarters in New York. The Administrative Assistant reports to the Director of the Division of Administration.

ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management: \u2022 Initiates, reviews, processes and follows up with service units within the Division of Administration and the OneEO on actions within the Office of the Director related to human resource activities, e.g., recruitment of staff, consultants, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. \u2022 Monitors and prepares relevant statistical data/charts. Budget and Finance: \u2022 Assists in the preparation and review of financial and human resource proposals/requirements. \u2022 Co-ordinates with the relevant service units within the Division of Administration and the OneEO Finance team on related issues during preparation of budget reports. General Administration: \u2022 Provides comprehensive administrative support to the Director of the Division of Administration, contributing to the effective implementation of divisional activities and initiatives and ensuring timely follow up on assigned matters. \u2022 Drafts routine correspondence to respond to enquiries on a wide range of administrative matters. Maintains the Director\u2019s calendar, schedules meetings, monitors conflicting priorities and facilitates the effective management of the Director\u2019s daily agenda. \u2022 Coordinates extensively with service units within the Division of Administration which comprises of the OneEO, the Financial Operations Service (including OnePayroll), and the Facilities and Commercial Activities Service (FCAS) and liaises frequently with internal team members to support workflow coordination, information sharing, and the resolution of cross-cutting issues affecting office operations and service delivery . \u2022 Performs other related administrative duties, as required (e.g., operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). \u2022 May be responsible for guiding, training, and supervising the work of more junior General Service staff. \u2022 Assists the data team within the Director\u2019s office in 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. \u2022 Assists with the development of data visualizations and dashboard, and updating information material such as web pages, presentations, communication products etc.

CompetenciesProfessionalism: 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. 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. 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.

EducationHigh school diploma or equivalent is required.

Job - Specific QualificationNot available.

Work ExperienceA minimum of seven 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 five years for candidates who possess a first-level university degree or higher. Experience in providing direct support to a senior management official, including coordinating schedules, managing correspondence, handling sensitive information, and facilitating the effective management of office operations, is required. Experience in coordinating cross-cutting initiatives and activities involving multiple stakeholders is required. Experience working effectively in a fast-paced environment with competing priorities is desirable. One year or more of experience in data analytics or related area 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).