SENIOR ADMINISTRATIVE ASSISTANT

This position is in the Visitors Services Section, Outreach Division, Department of Global Communications (DGC) at UN Headquarters in New York. Under the supervision of the Chief of Section, the incumbent is responsible for budgetary and financial matters of the Section, which operates under both Income Section 3 (revenue generating activities) and the Regular Budget, as well as for administrative and personnel matters relating to approximately 45 Fixed Term and Temporary Appointees. The incumbent is also responsible for the supervision of the Administrative Unit. This position is available as soon as possible through 31 August 2026, with the possibility of an extension.

Within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistants.) Human Resources Management • Coordinates various actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, , performance appraisal, job classification reviews, separation of staff members, special leave without pay, transfers, terminations, maternity leave, etc., for approximately 45 staff members, ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Starts the request for initial appointments and record movement of staff in Offer Management in Inspira. Monitors staffing levels and tracks movements, appointments, separations and contract expirations. • Advises supervisors and programme managers on all personnel and administrative issues, including on visa matters. • Provides information and advice to staff/vendors 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, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance • Provides expert assistance in the preparation and development of the unit’s work programme and budget. Compiles and organizes income projections and expenditure estimates in support of budget submissions. • Assists in monitoring budget/work programme with respect to the Income Section 3 budget and the Regular Budget on a regular basis, suggests reallocations of resources and flags potential over expenditures or shortages in budget allocations • Collects data from relevant databases and prepares customized financial reports. • Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from the Visitors Services Section at headquarters Assists managers in the elaboration of resource requirements for budget submissions. • Monitors the collection of revenue to ensure that it is handled, secured and deposited/recorded according to UN Financial Rules and Regulation. Liaises with Accounts to correct discrepancies. Tracks budget implementation/expenditures and recommends reallocation of funds as necessary. • Reviews revenue and account receivable reports generated by team to monitor balances, as well as requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. Coordinates with procurement officers and vendors to confirm compliance with requisition requirements and to secure competitive pricing. • Assists in the preparation of budget performance submissions. • Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. General Administration • Provides guidance, training and daily supervision to four (4) general service staff, including 3 treasury staff (cashiers) in the area of responsibility. • Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. • Performs other related administrative duties, as required (e.g., monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems. Contract Administration • Assists with day-to-day administration of contracts between the UN (Visitors Services) and external contractors. Ensures timely processing and payment of contractual personnel and service providers. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. Initiates and verifies requisitions, invoices and purchase orders for accuracy, completeness and proper charging. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN forms and permissions for all Section staff, including UN grounds passes, swipe-card access and door keys.

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. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

High school diploma or equivalent is required.

Not available.

A minimum of 10 years of experience in administrative services, finance, and human resources, is required. Experience in preparing the budget and in answering questions from the ACABQ and the 5th Committee, including budget monitoring in UMOJA or a similar ERP system, is required. Experience in managing contracts and raising POs between the UN and external vendors, including processing and monitoring invoices, is required. Experience in the hiring processes of staff and contractors, is desirable. Experience in income section or cost recovery operation, is desirable.

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

• This position is temporarily available until 31 August 2026, with the possibility of an extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.