SENIOR ADMINISTRATIVE ASSISTANT (Temporary Job Opening) - UNITED NATIONS : Job Details

Org. Setting and ReportingThis position is located in the Department for General Assembly and Conference Management (DGACM) in New York, in the Executive Office, which provides critical support to the Department of General Assembly and Conference Management by championing a robust decision-making framework anchored in key pillars, including alignment with the Department's mandate and strategic objectives, adherence to the Delegation of Authority framework, and compliance with established policies, regulations, rules, directives, guidelines, and Standard Operating Procedures. The incumbent will report to a Human Resources Officer or Team Lead.ResponsibilitiesHuman Resources Management - Coordinates human resource activities, including recruitment, placement, promotion, and performance appraisal, ensuring consistency with UN rules and procedures. - Oversees maintenance of vacancy announcement files, track status, and review/process personnel actions through Umoja. - Advises staff on visa matters, classification procedures, and conditions of service. - Monitors staffing tables, provide policy advice, and support managers and staff on human resources and related matters. - Supports the implementation of the Global Language Register (GLR) roadmap and advise on policy regarding recruitment of language professionals. - Provides human resource input on proposed changes to staffing tables and support staff in incorporating the Values and Behaviours Framework into their work. - Coordinates special HR projects, participate in ad-hoc project tasks, and lead teams as required. - Ensures timely onboarding of staff, completion of administrative actions, and proper processing of staff benefits and entitlements. - Supports the senior management team in ensuring policy compliance under the established Delegation of Authority (DOA) framework, logging exceptions, and reporting on DOA Key Performance Indicators (KPIs.) - Provides support on policy issues, administrative responses, audits, inspections, evaluations, and management reports, and assist the Executive Officer as requestedGeneral Administration - Provides guidance, training, and daily supervision to other general service staff in the area of responsibility. - Identifies and resolve diverse issues/problems as they arise and determine appropriate actions. - Assists with the collection and analysis of data, as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making. - Assists with visualizations and updating information materials such as web pages or brochures. - Supports the updating of business process analyses (BPAs) for all work processes managed by the Executive Office (EO) and finalize Standard Operating Procedures (SOPs) in support of the BPAs. - Conducts a series of workshops organized by the EO for administrative, budget, and HR focal points within divisions and senior management teams. - Supports the transition to a service model by utilizing available CRM platforms such as iNeed or an alternative.Contract Administration- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. - Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. - Prepares and processes all UN forms and permissions for contractual workers, or UN staff.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 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making.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.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 efficientlyEducationHigh school diploma or equivalent is required.Job - Specific QualificationNot available.Work ExperienceTen years of experience in human resources and administrative services is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.Seven years of experience in recruitment of staff and other personnel is required.Five years of experience with an Enterprise Resource Planning (ERP) system is required.One year of experience in data analytics or related area is desirable.LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice•This position is temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.•While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.•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. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening.Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty.•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.•Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as retirement. Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.United Nations ConsiderationsAccording 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.Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.No FeeTHE 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.