ADMINISTRATIVE ASSISTANT, New York, United States

## ADMINISTRATIVE ASSISTANT, New York, United States - Organization:UNJSPF - United Nations Joint Staff Pension Fund - Office:UNJSPF New York Organizational Setting and Reporting The United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits of more than 90,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 130,000 participants who work in the 25 member organizations of UNJSPF. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 282 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. This position has a dual reporting structure and reports to the Facilities Management Team and the Sourcing Coordination Unit within the Business Support Section of the United Nations Joint Staff Pension Fund (UNJSPF). The incumbent reports to the Senior Facilities Management Assistant (GS-7) and the Sourcing Coordination Officer (P-4). This position requires on-site presence on full-time basis and requires frequent interactions with staff across the Organization, contractors, vendors, building management, UN Procurement Division, UN/Facilities and UN/Safety and Security Services. Within delegated authority, the Administrative Assistant will be responsible for the following duties: Facilities Management - Receives and creates work order requests to repair any facilities related issues. - Coordinates office moves: sets up moving schedules, issues moving work-orders, informs security, transportation and elevator services of these moves. - Coordinates, monitors and supervises work performed by contractors to ensure adherence to work schedule and guidelines. - Reviews and processes contractors' invoices and assists with cost recovery as required. - Maintains and updates documents, plans and drawings used as reference information by the unit. - Moves furniture and equipment as necessary. Budget and Finance - Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. - Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. - Reviews status of relevant expenditures and compares with approved budget. - Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. - Assists in the preparation of budget performance submissions. - Prepares statistical tables and standard financial reports. General Administration - Drafts routine correspondence. - Maintains files of rules, regulations, administrative instructions and other related documentation. - Maintains up-to-date work unit files in sharepoint (both paper and electronic). - 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; organizing and coordinating administrative arrangements for seminars, conferences and translations. - Assists 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 such as sharepoint pages or SOP documents. 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. - Processes the payment of contractors' invoices and monitor payments. - Prepares and processes all UNJSPF forms and permissions for contracts. - 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. - 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. - 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. High school diploma or equivalent is required. Job - Specific Qualification Five (5) years experience in administrative services, finance, accounting, audit, human resources, facilities management or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. One (1) year experience in procurement, contract management, facilities management, data analytics or related area is required. One (1) year or more of experience working for an international organization is desirable. One (1) year experience working in a pension fund is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates include desk review of candidate's profiles which may include assessment exercise which may be followed by competency-based interview. - This temporary position is available for six months with possibility of extension subject to availability of funding. - The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided, he/