Org. Setting and Reporting
This position is located in the Human Resources Management Section, Executive Office of the Department of Economic and Social Affairs (DESA). The Executive Office provides human resources, finance and budget, logistics and general administrative support to the Department of Economic and Social Affairs (DESA), Office of the Special Adviser for Africa (OSAA), Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (OHRLLS), Regional Commissions New York Office (RCNYO) and the CEB Secretariat (NY) Office. The incumbent reports to the Senior Human Resources Officer and the Administrative Officer in the Human Resources Management Section of the Executive Office, DESA. Further information on DESA is available on the following website: https://www.un.org/en/desa
Responsibilities
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 Section's human resource activities for staff and non-staff, e.g.,recruitment, placement, promotion, administration, performance appraisal, time management, movements and separation, training. etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. • Reviews and processes personnel actions through the Enterprise Resource Planning System (ERP/Umoja). • Provides information and advice to staff and non-staff with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, in line with the organizational structures and approved budgets; • Undertakes research on a range of human resources related issues (precedents, policies, rules and procedures) • Assists with the collection and analysis of data as well as preparation of data presentations and reports on HR related issues, for information sharing, responding to queries, knowledge management, planning and decision making.This may include preparation of visualizations and updating information material such as web pages.Budget and Finance-related • Acts as certifying official for HR and Entitlement Travel, Shipment and Expense Reports; coordinating with the Finance Team and liaising with staff in the Travel and Transportation Section and Finance Division, as required. • Reviews open funds commitments on travel and shipment claims and updates accordingly. • Provide up-to-date commitment and shipment requests, verifying cost center and follow up with staff members on submission of expense reports. • Acts as Organizational Management Administrator, and perform OM-related actions, as required.General Administration • Provides expert advice, guidance, training to other HR and Administrative Assistants, and overall supervision to junior staff in the area of responsibility. • Assists with researching and reviewing complex and ad-hoc cases. • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Performs other related administrative duties, as required (e.g., focal point for HR related projects; support Officers with the review of litigation cases; etc.)
Competencies
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. The ability to perform analysis, modeling 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. 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.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 efficiently.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Not available.
Work Experience
A minimum of 10 years of experience in administrative services and human resources or related area is required. The minimum years of relevant experience is reduced to 8 for candidates who possess a first-level university degree or higher.Experience in using an integrated information system, such as Umoja or other similar system, for staff administration functions, including administration of contracts, entitlements and running reports with the United Nations or other international organization is required.Experience in application of staff regulations, staff rules, human resources policies, practices and administration of entitlements is desirable.Experience with travel processes in an ERP system is desirable.1 year or more of experience in data analytics or related area is desirable.
Languages
English 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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
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.Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
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.Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE 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.