Org. Setting and ReportingThis position is located in the Executive Office of the Department for General Assembly and Conference Management (DGACM), New York. Administrative Assistant will report to a designated Officer or Senior Administrative Assistant. ResponsibilitiesWithin delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Reviews, processes and follows-up on actions related to the administration of the Executive Office's activities, e.g. recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, support job classification reviews, separation of staff members, training, development of business process analyses and standard operating procedures, etc. whilst ensuring consistency in the application of UN rules and procedures • Responds to enquiries and provide information and policy advice to staff regarding HR and administrative policies such as conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations • Monitors and maintains staffing tables and performs related actions in Umoja Organizational Management Customer Relationship Management (CRM) • Provides support to the launch, rollout and uptake of Customer Relationship Management (CRM) platform in the Executive Office. • Assists in preparing proposals for automating the process of data extraction, data cleansing and consolidation for the monthly reports on HR and finance transactions and reports for information sharing, responding to queries, knowledge management, planning and decision making by the CRM Team Lead. • Addresses client concerns and complaints, participates in meetings with clients. • Attends CRM related meetings to ensure coherence and coordination between EO and DOS CRM function at UNHQ. • Supports the Team Lead by preparing relevant reports and presentations. • Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports. • Ensures that individual client related information/documentation is always updated in the repository. • Maintains mailing list for client focal points and ensures regular updates of client focal point information in CRM repository. • Keeps track of complaints received and common queries and establishes a Frequently Asked Questions database. • Keeps track of separating staff members, monitors clearance requests on the iNeed portal. • Ensures that the staff exit procedures are completed. Data analysis • Acquires data from primary or secondary data sources and maintain databases. • Assists with the preparation of financial reports and analysis. • Prepares data sets upon request. • Assists with the preparation of reports that provide accurate and timely financial and statistical information. • Assembles spreadsheets and draw charts and graphs used to illustrate reports. Contract Administration • Assists with day-to-day administration of contracts for contractors for outsourced services. • Evaluate requests of contractors and conducts onboarding procedures • Maintain rosters of contractual vendors and contractors. • Provides estimates for budget proposals. • Reviews invoices and process actions in Umoja for payment for vendors and CICs. • Provides guidance to client offices on language contractors relating to procedures and processes. • Audits the contractors' invoices against the goods and services provided and approved by the UN. • Reviews contracts, verifies accuracy and resolves discrepancies in line with rules and guidelines. • Ensures contractor compliance with quality assurance requirements. • Processes the payment of contractors' invoices and monitor payments • Performs any other duties as required. Competencies• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., CRM, human resources, database management, etc. Ability to explore and extrapolate data retrieved from multiple sources and demonstrate capability to analyse and provide inferences; Ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to manage large staffing tables; Ability to apply knowledge of various 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. • 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. • 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. EducationHigh school diploma or equivalent. Supplementary training in Customer Relationship Management is desirable. Job - Specific QualificationNot available. Work ExperienceA minimum of five years of experience in programme/project management, human resources, administrative services or other related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. A minimum of two years of experience in Enterprise Resource Planning (ERP) systems such as Umoja (SAP) or equivalent and Business Intelligence reporting is desirable. Experience in working with MS Excel creating pivot tables and charts using worksheet data and external resources is desirable. A minimum one year of experience in data analytics or related area is desirable. Experience in the United Nations system or similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. United Nations ConsiderationsAccording 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. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.