Position: Administrative Assistant -United Nations (Deadline July 2024)

Org. Setting and Reporting

This position is located in the Executive Office of the Office of Internal Oversight Services (OIOS) in New York. The Administrative Assistant (Human Resources) reports to the Senior Administrative Assistant (Human Resources) of the Unit. OIOS is the internal oversight body of the United Nations, assisting the Secretary-General in fulfilling oversight responsibilities regarding the resources and staff of the Organization through audit, investigation, inspection, and evaluation services. The Office reports independently to the Secretary-General and the General Assembly with staff at Headquarters, Offices Away from Headquarters, and Peacekeeping Missions.

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Position Title: Administrative Assistant
Job Opening ID: 238392
Job Network: Management and Administration
Job Family: Administration
Category and Level: General Service and Related Categories, G-6
Duty Station: New York
Department/Office: Office of Internal Oversight Services
Date Posted: Jul 9, 2024
Deadline: Aug 8, 2024

Org. Setting and Reporting

This position is located in the Executive Office of the Office of Internal Oversight Services (OIOS) in New York. The Administrative Assistant (Human Resources) reports to the Senior Administrative Assistant (Human Resources) of the Unit. OIOS is the internal oversight body of the United Nations, assisting the Secretary-General in fulfilling oversight responsibilities regarding the resources and staff of the Organization through audit, investigation, inspection, and evaluation services. The Office reports independently to the Secretary-General and the General Assembly with staff at Headquarters, Offices Away from Headquarters, and Peacekeeping Missions.

Responsibilities

The Administrative Assistant (Human Resources) will be responsible for:

Human Resources Management:

• Initiate, review, process, and follow up on actions related to the administration of human resource activities in OIOS, ensuring consistency with UN rules and procedures.
• Carry out all human resources administrative transactions in Umoja, including preparation of personnel actions, processing of contracts, and staff separations.
• Participate in the recruitment process, including posting job openings, evaluating and screening applications, and initiating reference verification in Inspira.
• Respond to inquiries and provide information and advice to staff on entitlements, administrative procedures, processes, practices, and conditions of service.
• Manage consultants/individual contractors’ administration.

General Administration:

• Assist in preparing and reviewing administrative and human resource proposals/requirements.
• Prepare or customize statistical data and reports from Umoja.
• Review staffing tables and facilitate Organizational Management in Umoja.
• Coordinate with finance and budget staff on related issues during budget report preparation.
• Create and maintain Official Status Files of staff members.
• Research and prepare responses to queries related to relevant administrative and HR issues.
• Coordinate within OIOS Divisions, other service units, and frequently liaise with internal team members both at Headquarters and in the field.
• Assist with data collection, analysis, and preparation of data presentations and reports.
• Assist with visualizations and updating information materials such as web pages or brochures.
• Perform other related administrative duties, as required (e.g., related to operational travel).

Competencies

• Professionalism: Ability to perform a broad range of human resources and administrative functions. Knowledge of UN administrative and HR rules and regulations. Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments and deadlines.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; values others’ ideas and expertise; prioritizes team agenda over personal agenda; supports and acts in accordance with group decisions.
• Client Orientation: Considers all those to whom services are provided to be “clients”; establishes productive partnerships with clients; identifies clients’ needs and provides appropriate solutions; monitors developments to anticipate problems; keeps clients informed of progress or setbacks.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of seven years of progressively responsible experience in human resources management, administrative services, or a related area is required. The minimum years of relevant experience are reduced to 5 for candidates who possess a first-level university degree or higher.
• Experience processing human resources entitlements and travel entitlements using an Enterprise Resource Planning (ERP) system, such as Umoja or equivalent, is required.
• Experience with recruitment and onboarding processing in HR platforms, such as Inspira or equivalent, is desirable.
• Experience working in the United Nations or a similar international organization is desirable.
• One year or more of experience in data analytics or a related area is desirable.
• Experience processing non-staff personnel, e.g., consultants and individual contractors, using an ERP system is desirable.
• Experience processing human resources entitlements and travel entitlements using an ERP system for staff based outside of a Headquarters duty station is desirable.

You may also be eligible for:

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Languages

• Fluency in oral and written English is required.
• Knowledge of another official language of the United Nations is desirable.

Assessment

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

Special Notice

• This post is financed by the Regular Budget Account. The appointment, assignment, and renewal are subject to the availability of the post or funds, budgetary approval, or extension of the mandate. Appointment or assignment against this position is for an initial period of one year.
• 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 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.
• Staff members are subject to the authority of the Secretary-General and to assignment by him or her. Staff members are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
• The United Nations is committed to creating a diverse and inclusive environment of mutual respect. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested.
• 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. All employment decisions are based on qualifications and organizational needs. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural, and ethnic backgrounds or disabilities.

United Nations Considerations

• Candidates will not be considered for employment if they have committed violations of international human rights law, international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe they have been involved in such acts.
• The United Nations Secretariat is a non-smoking environment.
• Reasonable accommodation may be provided to applicants with disabilities upon request.
• Staff members are subject to the authority of the Secretary-General, who may assign them to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Staff members in the Professional and higher categories are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility.

No Fee

• The United Nations does not charge a fee at any stage of the recruitment process (application, interview, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts.

Application Instructions:

• Submit your application through the UN careers portal before the deadline.

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