Senior Administrative Assistant, G7

The 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 (DOA) 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 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 OneEO Client Desk 5 (CD-5), Division of Administration, Department of Operational Support, New York. The OneEO Client Desk 5 supports the Department of Global Communications (DGC), the Development Coordination Office (DCO) and the Resident Coordinator System (RC System). The Senior Administrative Assistant reports to the Executive Officer, Client Desk 5.

Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: Human Resources Management • Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with the Executive Officer, CD-5 Human Resources team and related specialized desks by consolidating administrative requirements, identifying pending actions and escalating matters requiring management attention. • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Monitors commitments, deadlines and interdependencies arising from management decisions, meetings and correspondence; alerts responsible colleagues to emerging risks and supports the resolution of implementation bottlenecks. Budget and Finance • Provides expert assistance in the preparation and development of the unit’s work programme and budget. • Assists in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary. • Collects data from relevant databases and prepares briefing materials, presentations, background notes, responses to legislative and oversight bodies, by compiling information from multiple sources, tracking status of submissions, maintaining supporting records and ensuring the timely coordination of inputs across relevant offices and stakeholders. • Provides assistance in the review, and preparation of the medium-term plan and its revisions. • Assists managers in the elaboration of resource requirements for budget submissions. • Monitors budget implementation/expenditures of the Client Desk and recommends reallocation of funds as necessary. • Reviews requisitions for goods and services to ensure: (a) correct objects of expenditure have been charged, and (b) availability of funds. • Assists in the coordination of audit, risk management, internal control and compliance-related activities by maintaining action trackers, monitoring deadlines and follow-up actions, consolidating inputs from stakeholders, collecting supporting documentation and facilitating timely responses to oversight requirements and management commitments. . General Administration • Provides guidance, training and daily supervision to other general service staff in the area of responsibility, facilitates stakeholder engagement with internal and external counterparts by organizing consultations, preparing supporting materials, documenting agreed actions and ensuring systematic follow-through. • Provides assistance in drafting of agreements in line with the standard templates including, budget agreements, or contributions for grants or other activities as appropriate, and broad senior-level administrative support for current coordination requirements and future organizational needs, including temporary or emerging priorities assigned by the Executive Officer. • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions, consolidates information from multiple sources, identifies gaps or inconsistencies, and prepares concise analyses and recommendations to support management review and decision-making. • Coordinates cross-functional administrative processes for the Office of the Executive Officer, serving as the focal point for workplans, briefing materials, meeting documentation, and follow-up actions, while liaising closely with the CD-5 Human Resources team on administrative inputs, staffing-related matters, and workforce administration. • 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations). • Assists with the collection and analysis of data, maintains effective information management and filing arrangements for the Office of the Executive Officer, ensuring that records, decisions and supporting documentation are accessible, current and handled in accordance with applicable requirements. • Assists with the planning and coordination of office-wide initiatives and change processes, including sequencing activities, aligning contributions across teams and maintaining visibility on progress against agreed milestones.

PROFESSIONALISM: 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. 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.

High school diploma or equivalent is required.

Not available.

A minimum of ten 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 eight years for candidates who possess a first-level university degree or higher. Experience in providing senior administrative support, coordinating across teams, preparing management materials, engaging with stakeholders, and ensuring timely follow-through on tasks is desirable. Experience in supporting an executive office, managing organizational change, or working in a cross-functional service delivery environment is desirable.

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

Appointment against this post is for an initial period of one year. The appointment or assignment and renewal therefore are therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Applicants who have reached the mandatory age of separation are not eligible to apply for job openings. 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 disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.