ADMINISTRATIVE ASSISTANT

### Org. Setting and Reporting This position is located in the Income Tax Unit of the Payroll and Accounts Payable Section, Common Administrative Platform (CAP), Division of Administration (DOA), Department of Operational Support (DOS), at United Nations Headquarters in New York. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Payroll and Accounts Payable Section processes global payroll and payments, income tax claims and provides policy advice and operational guidance, testing and implementation of enhancements to the payroll module and income tax portal of the ERP/UN Tax system. The Administrative Assistant will report to the Chief of the Unit. ### Responsibilities Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. Advise/Guide staff on various entitlements as and when required. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with DOS/OneEO, DMSPC/OHR, and central administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews reports. Budget and Finance • Monitors the status of expenditures and allotments through Umoja, records variations, updates budget tables, drafts cost plan, keeps abreast of various coding blocks and assists the Unit’s management on budget, allotment, and preparation of bills for service receivers’ entities. • Reviews the 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 • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the overseas UN offices. • Performs other related administrative duties, as required, e.g., 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. ### 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. 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. • 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. ### Education High school diploma or equivalent is required. ### Job - Specific Qualification Not available. ### Work Experience Five 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 three (3) for candidates who possess a first-level university degree or higher. A minimum of one year of experience focused on transactional-based finance-related activities including US income tax processing is required. Experience in the use of Enterprise Resource (ERP) systems, such as Umoja, SAP, or equivalent is required. Experience working with the United Nations or a large international organization's systems and procedures is desirable. Experience with staff rules and regulations including entitlements and financial regulations, rules, and procedures of the United Nations or similar international organization is desirable. ### Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. 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). .headtable { font-family: arial, sans-serif; border-collapse: collapse; width: 100%; border: 1px solid gray; border-radius: 10px; overflow: hidden; } .headTitle { font-family: Arial, Helvetica, sans-serif; font-size: 16px; font-weight: bold; /*color: rgb(65, 98, 145);*/ color:black; } .headtable tr td, .headtable tr th { text-align: center; vertical-align: middle; padding: 6px; } .headtable th{ background-color: #F4F4F4; color: #002d62; font-weight: bold; text-align: center; vertical-align: middle; padding: 12px; border-right: 1px solid #ccc; } .headtable td { text-align: center; vertical-align: middle; background-color: white; border-top: 1px solid #ccc; border-right: 1px solid #ccc; } .headtable th:last-child, .headtable td:last-child { border-right: none; } .headtable tr:last-child td { border-bottom: none; } .rounded-table-wrapper { border-radius: 12px; border: 1px solid #ccc; overflow: hidden; } Required Languages Language Reading Writing Listening Speaking English UN Level III UN Level III UN Level III UN Level III ### Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. ### Special Notice • Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the avai