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United Nations · 7 hours ago

Administrative Assistant, G6

New York, NY

Full-time

Onsite

Senior Level

7+ years exp

The United Nations is an international organization that promotes dialogue and understanding among societies. They are seeking an Administrative Assistant to support the administration unit by managing human resources activities, assisting with budget preparation, and providing general administrative support.

CommunitiesHumanitarianNon Profit

Responsibilities

Initiates, reviews, processes and follows up on actions related to the administration of the Unit’s human resource activities, e.g., leave and attendance records, timesheets, travel arrangements, expense statements, telecommunication charges, equipment purchase, service and supply requisitions, conference room bookings, etc., ensuring consistency in the application of United Nations' (UN) rules and procedures

Responds to enquiries and provide information and advice to staff regarding administrative procedures, processes and practices. Provides office orientation to new UNAOC personnel

Oversees the maintenance of job opening files and keeps track of status of job openings. Reviews and processes personnel actions through Umoja

Monitors staffing table and prepares relevant statistical data/charts

Assists in the preparation and review of general office budget requirements

Monitors expenditures and compares with approved budget

Co-ordinates with other finance and budget staff on related issues during preparation of budget reports

Drafts routine correspondence when requested by UNAOC Director to respond to inquiries in respect to relevant administrative matters

Performs 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; provides logistical support to UNAOC corporate events, assists in organizing and coordinating seminars, and conferences)

Assists UNAOC Director 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

Assists with visualizations and updating information material, updates UNAOC directories and files all office documentation and publications

Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services; tracks publications as well as maintains an inventory of durable equipment and supplies. Compiles and analyzes basic data from a variety of sources, summarizing and presenting conclusions for review by manager

Audits contractors' invoices against the goods and services provided by the contractor and approved by the UN

Initiates payment process of contractors' invoices and monitor payments

Prepares and processes all UN forms and permissions for contractual and work Unit, Section, or Service for UN staff, including: UN grounds passes, property passes, swipe-card access and door keys

Performs other duties as assigned

Qualification

Human Resources ManagementBudgetFinanceData AnalyticsEnterprise Resource Planning (ERP)Logistical CoordinationProfessionalismAccountabilityEnglish LanguageFrench LanguageTeamwork

Required

High school diploma or equivalent is required

A minimum of seven (7) years of experience in administrative services, finance, human resources or related area, is required

Experience in supporting and providing logistical and administrative coordination of high-level United Nations events is required

English is required

Preferred

Additional certification in administrative services is desirable

The minimum years of relevant work experience is reduced to five (5) years for candidates who possess a first-level university degree

Experience working with the United Nations or a large global organization's systems and procedures is desirable

A minimum of one (1) year of experience in Data Analytics is desirable

Experience in liaising with United Nations Member States and their Permanent Missions or other similar international diplomatic offices is desirable

Experience in the use of Enterprise Resource Planning (ERP) systems such as Umoja or similar systems, is desirable

Experience creating personalized letters, labels, and envelopes using a provided data source, such as an Excel spreadsheet, and Mail Merge is desirable