Senior Administrative Assistant

Org. Setting and ReportingThis position is located in the Office of the Special Representative of the Secretary-General on Violence against Children (OSRSG-VAC) in New York. The Special Representative of the United Nations Secretary-General (SRSG) on Violence against Children is a global independent advocate to promote the prevention and elimination of all forms of violence against children. The core responsibility of the SRSG is to advance implementation of the recommendations of the United Nations Study on Violence against Children (2006), building upon health and child protection initiatives and developments, and promoting the protection of children from violence as a human rights imperative and support to Member States on the implementation of the 2030 Agenda for Sustainable Development. The Office of the Special Representative of the Secretary-General on Violence Against Children works on the basis of a team approach and shared accountabilities in supporting the mandate of the SRSG. The Administrative Assistant reports to the Chief of Staff. ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Coordinates various actions related to the administration of the Office’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., 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. • Reviews and processes personnel actions through INSPIRA. • Advises staff on visa matters. • Provides advice and answers general queries on classification procedures and processes. • Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. • Liaises with Human Resources Office and monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff. Budget and Finance • Provides expert assistance in the preparation and development of the Office’s work programme and budget.Assists in monitoring budget/work programme with respect to regular budget, and trust funds, on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary to ensure the most economical use of resources.Collects data from relevant databases and prepares customized financial reports for the Office including actual expenditures against approved allotments, obligated amounts, and projected requirements for the remainder of the year per the office work plan. • Provides assistance in the review, and preparation of the medium-term plan and its revisions. • Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements of the Office,, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates.Liaises with Executive Office and in consultation with the Chief of Staff to assist in the elaboration of resource requirements for budget submissions. • Monitors budget implementation/expenditures and recommends reallocation of funds as necessary. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. • Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • 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 to other general service staff in the area of responsibility. • Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate. • Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • 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 and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate 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 web pages or brochures. 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 UN forms and permissions for contractual and work Office, or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Work implies frequent interaction with the following: Staff within work Office. Staff/clients in Department Human resource, administrative, budget and accounting staff in missions and Headquarters, support services and conference services staff. Consulting firms. Results Expected: Independently applies extensive administrative knowledge and experience across a wide range of human resources, work programming/planning, budget/financial management, and administrative tasks of the Office. CompetenciesProfessionalism: 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; cCommitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. Planning & 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. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceTen years of experience in administrative services, finance, accounting, budget allocations and monitoring, audit, human resources or related area is required. The minimum years of relevant experience is reduced to eight years for candidates who possess a first-level university degree or higher. Experience in donor relations and managing both regular and trust funds is required. At least one year or more experience in data analytics including finance and budget analysis and monitoring is required. Experience in the use of Enterprise Resource Planning (ERP) systems, such as Umoja, SAP or equivalent, covering human resources functions is desirable. Experience in an Executive Office or similar environment within the UN system or similar organisation is desirable. Experience in the use of a Talent Management system such as Inspira is desirable. LanguagesEnglish 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).