Shape Global Change Apply for Administrative Assistant at the United Nations. 2024

June 13, 2024

13 minutes read

Administrative Assistant Position at the United Nations

Job Opening ID: 235984
Job Network: Management and Administration
Job Family: Administration
Category and Level: General Service and Related Categories, G-5
Duty Station: New York
Department/Office: Department of Management Strategy, Policy and Compliance, Office of Human Resources
Date Posted: Jun 12, 2024
Deadline: Jul 11, 2024

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Org. Setting and Reporting

This position is located in the Office of the Assistant Secretary-General, Office of Human Resources (OHR). The Administrative Assistant will report to the Special Assistant or Human Resources Officer. The Office of Human Resources fosters a dynamic, adaptable, mobile, and engaged workforce demonstrating the values of the Organization with the highest level of competence and integrity to effectively and efficiently serve the mandates of the Organization. OHR is committed to infusing the values of diversity into our work and workplace.

Responsibilities

As an Administrative Assistant in the Office of Human Resources (OHR), your primary responsibilities will include:

1. Administrative Support

Office Management: Manage the day-to-day administrative operations of the Office of the Assistant Secretary-General, including maintaining office systems, handling correspondence, and ensuring the efficient flow of information.
Scheduling: Coordinate and manage the calendar of the Assistant Secretary-General, including scheduling meetings, appointments, and events. Ensure that all logistics are in place for meetings, including room bookings, technical support, and preparation of materials.
Travel Arrangements: Arrange travel for the Assistant Secretary-General and other staff as needed. This includes booking flights, accommodations, and transportation, as well as preparing travel itineraries and handling travel-related documentation.
Document Management: Prepare, review, and edit documents, reports, and correspondence. Ensure that all documents are accurate, properly formatted, and in compliance with UN standards.
Meeting Support: Provide support for meetings and events, including preparing agendas, taking minutes, and following up on action items. Ensure that all meeting materials are prepared and distributed in a timely manner.

2. Human Resources Support

Recruitment Support: Assist with the recruitment process, including posting job vacancies, screening applications, coordinating interviews, and preparing selection reports. Ensure that all recruitment activities are conducted in accordance with UN policies and procedures.
Onboarding: Support the onboarding process for new staff members, including preparing onboarding materials, coordinating orientation sessions, and ensuring that all necessary documentation is completed.
Records Management: Maintain accurate and up-to-date human resources records, including personnel files, leave records, and other HR-related documentation. Ensure that all records are stored securely and in compliance with data protection policies.
HR Reporting: Prepare HR reports and statistics as needed. This includes collecting and analyzing data, preparing presentations, and providing insights and recommendations based on the data.

3. Communication and Liaison

Internal Communication: Act as a point of contact for internal communication within OHR. This includes disseminating information, responding to inquiries, and providing support and guidance to staff as needed.
External Communication: Liaise with other UN departments, external organizations, and stakeholders as needed. This includes coordinating meetings, exchanging information, and ensuring effective communication and collaboration.
Information Dissemination: Ensure that relevant information is communicated to staff in a timely and effective manner. This includes preparing newsletters, updates, and other communication materials.

4. Project Support

Project Coordination: Provide administrative support for HR projects and initiatives. This includes coordinating project activities, preparing project documentation, and monitoring project progress.
Event Coordination: Assist in the planning and coordination of HR events and initiatives. This includes organizing logistics, preparing materials, and ensuring that all aspects of the event are managed effectively.
Research: Conduct research on HR-related topics as needed. This includes gathering information, analyzing data, and preparing reports and presentations.

Competencies

To be successful in this role, you should possess the following competencies:

Professionalism:

Demonstrated knowledge and understanding of administrative and human resources practices. Ability to apply UN rules, regulations, policies, and guidelines in work situations.
Strong attention to detail and accuracy in all administrative tasks. Ability to manage multiple tasks and prioritize effectively.

Communication:

Excellent communication skills, both oral and written, in English. Ability to convey information clearly and concisely to different audiences.
Effective listening skills and the ability to facilitate understanding and collaboration. Ability to draft high-quality written materials, including reports, correspondence, and meeting minutes.

Teamwork:

Ability to work collaboratively with colleagues from diverse backgrounds. Willingness to share knowledge and support the learning and development of others.
Ability to build and maintain positive working relationships. Demonstrated ability to work effectively in a team environment.

Planning and Organizing:

Strong organizational skills and the ability to prioritize tasks effectively. Ability to manage time efficiently, set clear goals, and ensure that tasks are completed on schedule.
Ability to manage multiple tasks simultaneously and work independently. Attention to detail and the ability to maintain accurate records.

Technological Awareness:

Proficiency in using standard office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Knowledge of HR management systems and databases is an asset.
Ability to quickly learn and adapt to new software and technology tools.

Education

High School Diploma or Equivalent: Required for this position. A degree in business administration, human resources, or a related field is an asset.

Job-Specific Qualification

Language Proficiency: Fluency in English is required for this position. Knowledge of another UN official language, particularly French or Spanish, is an advantage.

Work Experience

Relevant Experience: A minimum of five years of progressively responsible experience in administration, human resources, or related fields. Experience working in an international organization or a multicultural environment is highly desirable.

Languages

English: Fluency in both written and spoken English is required.
Other Languages: Knowledge of another UN official language, particularly French or Spanish, is an asset.

Assessment

Evaluation of qualified candidates may include an assessment exercise, which will be followed by a competency-based interview. The assessment exercise may include written tests, practical exercises, or other methods to evaluate the candidate’s administrative and HR skills, and overall suitability for the position.

Special Notice

Contract Duration: The initial appointment is for one year, with the possibility of extension based on performance and the availability of funds.
Diversity: The United Nations is committed to achieving 50/50 gender balance and geographical diversity. Female candidates are strongly encouraged to apply.
Non-Discrimination: The United Nations does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

United Nations Considerations

The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds, or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

How to Apply

Interested candidates should apply online through the UN Careers portal by the specified deadline. Ensure that your application is complete and submitted on time, as late applications will not be considered. The application process typically involves submitting a detailed resume, a cover letter outlining your qualifications and interest in the position, and possibly other supporting documents such as academic transcripts or writing samples. Follow the instructions on the UN Careers portal carefully to ensure your application is considered.

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Benefits of Working at the United Nations

Working at the United Nations offers numerous benefits, both professionally and personally. These include:

Professional Growth:

Learning and Development: Staff members are provided with opportunities for continuous learning and development, including training programs, workshops, and access to a wealth of resources and knowledge. This commitment to professional growth ensures that staff can continually enhance their skills and knowledge.
Networking Opportunities: Working at the United Nations allows you to build a network of contacts in the international community, enhancing your professional connections and opportunities for collaboration. This networking can lead to new opportunities and collaborations.
Career Advancement: The United Nations offers career advancement opportunities within the organization, allowing you to progress in your career and take on new challenges. This potential for career growth provides motivation and long-term career prospects.

Work-Life Balance:

Flexible Working Arrangements: The United Nations supports flexible working arrangements to help staff balance their professional and personal lives. This flexibility can include options such as remote work, flexible hours, and part-time work arrangements.
Health and Wellbeing: The United Nations provides a comprehensive health and wellbeing program, including access to medical services, counseling, and wellness activities. This focus on health and wellbeing ensures that staff can maintain a healthy work-life balance and well-being.

Making a Difference:

Impactful Work: At the United Nations, you will have the opportunity to contribute to meaningful projects that make a real difference in the lives of people around the world. Your work will help promote peace, stability, and development, contributing to the overall mission of the United Nations.
Global Perspective: Working at the United Nations provides a unique opportunity to gain a global perspective on political, social, and economic issues, enhancing your understanding of the challenges and opportunities in this field. This global perspective is invaluable for personal and professional growth.

New York as a Duty Station

New York is an exceptional city for international work, hosting the headquarters of the United Nations and various international organizations. Living and working in New York offers many advantages:

Cultural Diversity:

International Community: New York is home to a diverse international community, offering a rich cultural experience and the opportunity to meet people from all over the world. This diversity enhances the cultural and professional experience of living in the city.
Cultural Events: The city hosts numerous cultural events, including music festivals, art exhibitions, and international conferences, providing ample opportunities for cultural enrichment. These events contribute to a vibrant cultural scene and provide opportunities for relaxation and entertainment.

Quality of Life:

Safety: New York is known for its vibrant and dynamic environment. The city’s comprehensive security measures ensure a safe environment for residents and visitors.
Environment: The city offers a mix of urban living with access to green spaces, including Central Park and various waterfront areas. This natural beauty provides opportunities for recreation and relaxation.
Healthcare and Education: New York offers world-class healthcare and education facilities, ensuring that residents have access to high-quality services. The city’s healthcare system is known for its excellence, and its educational institutions are among the best in the world.

Convenience:

Transportation: New York has an efficient public transportation system, making it easy to get around the city and access various parts of the United States. The city’s well-connected transport network ensures convenient travel options.
Facilities: The city offers excellent facilities, including shopping centers, restaurants, and recreational options. These amenities ensure a high quality of life for residents.

The Importance of Administrative Support at the UN

The role of administrative support within the United Nations is crucial for achieving the organization’s mission of promoting peace, security, and development worldwide. Administrative support encompasses a wide range of activities, including office management, document management, scheduling, travel arrangements, and human resources support. These activities are essential for ensuring the efficiency, reliability, and effectiveness of the organization’s operations.

Key Areas of Focus in Administrative Support at the UN

1. Office Management

Office management is a core component of administrative support at the United Nations. This involves managing the day-to-day operations of the office, including maintaining office systems, handling correspondence, and ensuring the efficient flow of information. Effective office management is essential for maintaining a productive and organized work environment.

2. Document Management

Document management involves preparing, reviewing, and editing documents, reports, and correspondence. This includes ensuring that all documents are accurate, properly formatted, and in compliance with UN standards. Document management is essential for maintaining accurate records and ensuring that information is easily accessible and up-to-date.

3. Scheduling and Travel Arrangements

Scheduling and travel arrangements are key aspects of administrative support at the United Nations. This involves coordinating and managing the calendars of senior officials, scheduling meetings and appointments, and arranging travel for staff members. Effective scheduling and travel arrangements help ensure that all logistics are in place for meetings and events, and that staff can travel efficiently and safely.

4. Human Resources Support

Human resources support is a critical function of administrative support at the United Nations. This involves assisting with the recruitment process, supporting the onboarding of new staff members, maintaining accurate HR records, and preparing HR reports. Effective human resources support helps ensure that the organization can attract, retain, and develop a talented and diverse workforce.

5. Communication and Liaison

Communication and liaison are essential aspects of administrative support at the United Nations. This involves acting as a point of contact for internal and external communication, disseminating information, responding to inquiries, and ensuring effective communication and collaboration. Effective communication and liaison help ensure that relevant information is communicated to staff and stakeholders in a timely and effective manner.

The Role of Administrative Assistants in the UN

Administrative Assistants play a vital role in supporting the operations of the United Nations. As an Administrative Assistant, you will have the opportunity to contribute to various projects and activities, gaining valuable experience and making a meaningful impact. Here are some examples of how Administrative Assistants can contribute:

1. Supporting Office Management

Administrative Assistants assist in managing the day-to-day operations of the office, including maintaining office systems, handling correspondence, and ensuring the efficient flow of information. By supporting office management activities, Administrative Assistants help maintain a productive and organized work environment.

2. Assisting in Document Management

Administrative Assistants assist in preparing, reviewing, and editing documents, reports, and correspondence. This includes ensuring that all documents are accurate, properly formatted, and in compliance with UN standards. By supporting document management activities, Administrative Assistants help maintain accurate records and ensure that information is easily accessible and up-to-date.

3. Coordinating Scheduling and Travel Arrangements

Administrative Assistants assist in coordinating and managing the calendars of senior officials, scheduling meetings and appointments, and arranging travel for staff members. This includes ensuring that all logistics are in place for meetings and events, and that staff can travel efficiently and safely. By supporting scheduling and travel arrangements, Administrative Assistants help ensure that all logistics are in place for meetings and events, and that staff can travel efficiently and safely.

4. Providing Human Resources Support

Administrative Assistants assist with the recruitment process, support the onboarding of new staff members, maintain accurate HR records, and prepare HR reports. By supporting human resources activities, Administrative Assistants help ensure that the organization can attract, retain, and develop a talented and diverse workforce.

5. Facilitating Communication and Liaison

Administrative Assistants act as a point of contact for internal and external communication, disseminate information, respond to inquiries, and ensure effective communication and collaboration. By facilitating communication and liaison activities, Administrative Assistants help ensure that relevant information is communicated to staff and stakeholders in a timely and effective manner.

Real-World Impact of Administrative Support at the UN

The work of administrative support at the United Nations has a real-world impact on the organization’s ability to achieve its goals and objectives. Effective administrative support is crucial for maintaining the efficiency, reliability, and effectiveness of the organization’s operations. Here are some examples of how administrative support makes a difference:

1. Enhancing Efficiency

Administrative support helps enhance the efficiency of the organization’s operations by streamlining processes, automating tasks, and reducing manual work. This leads to faster and more efficient operations, benefiting both staff and stakeholders.

2. Improving Communication

Administrative support helps improve communication within the organization by ensuring that relevant information is communicated to staff and stakeholders in a timely and effective manner. This fosters a more inclusive and collaborative work environment, where all voices are heard and respected.

3. Ensuring Reliability

Administrative support helps ensure the reliability of the organization’s operations by maintaining accurate records, managing schedules, and providing technical support. This helps minimize downtime, address technical challenges, and ensure that operations are consistent and dependable.

4. Supporting Decision-Making

Administrative support helps support decision-making processes by preparing reports, collecting and analyzing data, and providing accurate and up-to-date information. This helps senior officials make informed decisions, plan strategically, and address challenges effectively.

5. Promoting Inclusivity

Administrative support promotes inclusivity by ensuring that all staff, regardless of their role or background, have access to the resources and support they need to succeed. This fosters a more inclusive and diverse work environment, where all individuals can thrive and contribute to the organization’s mission.

Why Work at the United Nations?

Working at the United Nations offers numerous benefits and opportunities for personal and professional growth. Here are some reasons why you should consider joining the United Nations:

1. Make a Difference

Working at the United Nations allows you to make a real difference in the lives of people around the world. Your work will help promote peace, stability, and development, contributing to the overall mission of the United Nations.

2. Gain International Experience

The United Nations provides the opportunity to gain valuable international experience and develop a global perspective on political, social, and economic issues. This experience is invaluable for personal and professional growth and can open up new career opportunities within the United Nations system and beyond.

3. Develop Your Skills

Working at the United Nations provides opportunities for continuous learning and development. You will have access to training programs, workshops, and resources that will help you develop new skills and enhance your knowledge. This commitment to professional growth ensures that you can continually improve and succeed in your career.

4. Work in a Multicultural Environment

The United Nations is a multicultural organization that values diversity and inclusivity. Working at the United Nations provides the opportunity to work in a diverse and dynamic environment, gaining exposure to different perspectives and experiences. This diversity enriches your professional and personal growth, helping you develop a global mindset.

5. Enjoy a Supportive Work Environment

The United Nations provides a supportive work environment that prioritizes the health and wellbeing of its staff. With comprehensive health and wellbeing programs, flexible working arrangements, and a focus on work-life balance, the United Nations ensures that you can thrive both professionally and personally.

Conclusion

The Administrative Assistant position at the United Nations offers a unique opportunity to contribute to meaningful work, develop new skills, and gain valuable international experience. By joining the United Nations, you will be part of a dedicated team working towards peace, stability, and development worldwide. If you are passionate about administration and international work, and are looking for an opportunity to grow and learn in a supportive and dynamic environment, consider applying for the Administrative Assistant position at the United Nations.

Apply Now and start your journey towards a rewarding and impactful career with the United Nations.

Keywords

Administrative Assistant, United Nations, New York, Office Management, Document Management, Scheduling, Travel Arrangements, Human Resources Support, Communication, Liaison, Administrative Support, UN Jobs, International Organization, Professional Growth, Work-Life Balance, Diversity, Inclusivity.

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