Administrative Officer (Special Assistant)

This position is located in the Office of the Director of the Division of Administration within the Department of Operational Support at United Nations Headquarters in New York. The Administrative Officer (Special Assistant) provides expert advice and coordination in human resource management, budget and finance, and general administration to support senior management functions and ensure effective operational support across the Secretariat.

Responsibilities

• Initiates and coordinates actions covering the entire span of human resource activities, ensuring consistency in the application of UN rules and procedures.
• Provides expert advice on conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives.
• Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
• Monitors and controls budgetary allocations through regular reviews and provides effective monitoring reports and data.
• Maintains close contact with management and staff to ensure effective cooperation that facilitates the Director’s functional responsibilities.
• Manages senior official’s engagements with internal and external interlocutors, ensuring timely provision of substantive and administrative support.
• Implements and monitors support services including procurement, transport, travel, communications, engineering, IT support, and local utilities.
• Supervises a staff team and/or provides advice on human resource administration, financial administration and management information issues.
• Produces major/complex reports for management and reviews related documentation for senior officials’ consideration.
• Provides specialized advice to the Director on management and implementation of Secretariat policies and activities related to the OneEO.
• Performs other related duties such as reviews of Secretariat offices, operational travel programme, space requirements, and technology requirements.
• Collects and analyses data to identify trends and provides substantive analytical support through data visualization methods.
• Performs other related work as required.

Requirements

• An advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required.
• A first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
• Successful completion of both degrees and non-degree programs in data analytics, business analytics or data science programs is desirable.
• A minimum of seven years of progressively responsible experience in administration, management, executive support, and coordination functions within an international organization is required.
• Experience in providing substantive and strategic advisory support to senior-level officials, including preparation of briefs, talking points, analytical reports and high-level correspondence on sensitive and politically complex matters, is required.
• Experience in liaising with entities and departments of the United Nations Secretariat or a similar international organization, as well as with external stakeholders, in support of senior management functions is required.
• Experience in managing workflow systems, monitoring tools and coordination across multiple divisions to ensure the timely implementation of executive decisions is required.
• Experience working in front office operations supporting senior management is required.
• Experience in overseeing human resources processes within the United Nations or a similar international organization, including recruitment coordination, performance management and application of administrative rules and procedures, is desirable.
• At least two years of experience in data analytics or related areas is desirable.
• English is required at UN Level II for reading, writing, listening and speaking.

Skills

• Business Administration
• Public Administration
• Finance
• Accounting
• Law
• Data Analytics
• Business Analytics
• Data Science
• Administrative Management
• Executive Support
• Coordination Functions
• Strategic Advisory
• Brief Preparation
• Analytical Reporting
• High-level Correspondence
• Liaison with UN Entities
• Stakeholder Engagement
• Workflow Management Skills
• Monitoring Tools Development
• Front Office Management
• Human Resources Procedures
• Recruitment Coordination
• Performance Management
• Administrative Rules Application

Languages

English