Administrative Assistant

### Org. Setting and Reporting The Department of Operational Support was established to provide end-to end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, and the Enabling and Outreach Service. The Enabling and Outreach Service supports supply chain operations through the provision of operational reporting, business intelligence, supplier diversity and supply chain planning and performance management. The Supply Chain Planning and Performance Management Section drives supply chain planning, forecasting, and performance management across DOS, delivering data-driven insights, performance monitoring and integrated planning to support OSCM-mandated categories and category management strategies. Through robust planning and performance frameworks, the Section enables operational effectiveness, informed decision-making, and continuous improvement across the organization. This position is located in the Office of Supply Chain Management of the Department of Operational Support. The Administrative Assistant reports to the Chief of Supply Chain Planning and Performance Management Section or her/his designated official ### 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 Section’s administrative and 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. • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with Executive Office as necessary. • Maintains and reviews organizational staffing tables; prints and reviews reports. Budget and Finance • Monitors status of expenditures and allotments, 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 • Manages and coordinates the Section Chief’s daily calendar and Section meetings by compiling agenda items, arranging meeting logistics, recording and tracking action points, and ensuring timely follow-up on meeting outcomes. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Drafts routine correspondence and processes communications through the relevant correspondences management platform. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work Section files in the various platforms and systems to ensure information is current, accessible and archived. • Assists in maintaining section workplans, action trackers, and reporting schedules, coordinating the compilation and quality review of planning submissions and performance reports, and following up with focal points to ensure timely completion of assigned actions. • Assists in data analysis, reporting, dashboard maintenance, and the preparation of presentations and information materials, leveraging multiple data sources to support communication, performance monitoring, planning, and decision-making. • Coordinates extensively with the Section units and liaises frequently with internal team members. including requests for information and follows up with internal and external stakeholders. • Performs and coordinates other related administrative duties, as required, e.g., leave plans; daily calendar of the Section Chief, attend meetings and draft action points, 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, events 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. ### Job - Specific Qualification Not available. ### Work Experience A minimum of five (5) 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 years for candidates who possess a first-level university degree or higher. Experience in the use of Microsoft Office Suite, including Excel, Word and PowerPoint is required. Experience maintaining SharePoint sites, Teams channels or similar collaboration platforms is required. Experience working with data analytics and visualization tools and developing data analytics and visualization reports and dashboards is desirable. Experience in preparing meeting notes, memoranda, talking points, drafting correspondences, presentations or equivalent is desirable. Experience in providing administrative support in the United Nationals Common System, or comparable public sector institution, is desirable ### Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French