ADMINISTRATIVE ASSISTANT
Office of Internal Oversight Services
岗位领域：行政人力 工作性质：实习
学历要求：本科及以上 岗位职级：其他
工作地点：NEW YORK 截止日期：17 April , 2025
职位描述
The Administrative Assistant will be responsible for the following duties: HUMAN RESOUCES MANAGEMENT Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements. Review and process Personnel Actions through Umoja. Monitor staffing table and prepare relevant statistical data/charts. BUDGET AND FINANCE Assist in the preparation and review of financial and human resource proposals/requirements. Consolidate budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement. Monitor expenditures and compare with approved budget; prepare adjustments as necessary. Assist managers in the elaboration of resource requirements for budget submissions. Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. Prepare or customize financial reports from ERP system generated reports. Co-ordinate with other finance and budget staff on related issues during preparation of budget reports. GENERAL ADMINISTRATION Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field. Perform other related administrative duties, as required e.g., 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 seminars, conferences and translations. Assist 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. Assist with visualizations and updating information material such as web pages or brochures. CONTRACT ADMINISTRATION Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN. Process the payment of contractors' invoices and monitor payments. Prepare and process 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. Work implies frequent interaction with the following: Staff within the Executive Office or work unit and clients in Department. Human Resource, administrative, accounting staff in missions and Headquarters. General support service and conference services staff. Results Expected: Work with minimal amount of supervision. Independently provide accurate reports and/or records in the areas of work programme, budget/financial management, personnel administration and other administrative functions. Efficiently supervise a team of clerical staff or work unit.
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Applies knowledge of various United Nations administrative, financial and human resources rules and regulations in work 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. Performs analysis, modelling and interpretation of data in support of decision-making. 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. 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. 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.
High school diploma or equivalent is required.
Not available.
A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Experience with ERP systems such as SAP (Umoja), Oracle/PeopleSoft (Inspira), or other similar platforms is desirable. Experience in performing recruitment process related actions is desirable. Experience with the United Nations or similar international organization is desirable. Work experience of one (1) year or more in data analytics or related area is desirable.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of another UN official language is desirable .
