Administrative Assistant at United Nations Population Fund (UNFPA), New York, United States

Deadline: 10 February 2023

United Nations Population Fund (UNFPA) is currently seeking applications from the eligible applicants for the post of Administrative Assistant in New York, United States. The duration of this post is 1 year.

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.

Key Job Responsibilities

The Administrative Assistant will perform the following functions-

• Branch Management
  • Support the Chiefs (Finance Branch and Strategic Resource Planning Branch) in:
    • Calendar management and coordination; maintenance of briefing materials as required.
    • Management of the Branch work plans including entering activities in the corporate planning system and ensuring staff are aware of and respond to reporting deadlines
    • Facilitating cross branch communication, managing logistics and providing support to Branch meetings, workshops and retreats, including compilation of background materials, agenda and drafting minutes of the meeting.
    • Managing the internal control framework of the Branches, by acting as the global directory (or equivalent) focal point and facilitating requests for system approval in the corporate ERP system.
    • Maintain the Global Service Desk (GSD) categories, and act as GSD focal point for the Branches
• Operations Management
  • Support the Chiefs (Finance Branch and Strategic Resource Planning Branch) in:
    • Facilitating centralized procurement planning and preparation of all required documents for procurement processes; prepare procurement requisitions for approval and coordinate timely issuance of Purchase Orders. Coordinate the management of contracts across the Branches.
    • Act as the focal point for the management of IT assets (laptops, screens, software etc.).
    • Facilitate knowledge management by briefing branch staff on related administration processes and other learning topics, as required.
    • Act as the travel focal point and travel arranger for all travel requests across the Branches, including obtaining the visas, medical and security clearances as well as timely closure of any travel advances.
    • Support Human Resource management, including monitoring the staffing table, contract dates and renewals; providing support to HR processes such as recruitment (including temporary personnel and consultants), performance management, knowledge management and dissemination; and learning and career development activities. Act as the focal point for learning and development activities and as the Branch leave administrator and monitor.

Eligibility Criteria

Applicants must have:

• Completion of secondary school with additional training/studies in business administration or public administration.
• First degree would be an advantage in areas of operations management (Human resources, finance, procurement, administration)
• 5 year’s operations and administrative experience, covering human resources, procurement, finance and admin support.
• Experience with a UN Agency would be an advantage.
• Strong organizational and interpersonal skills.
• Experience working with UN-related finance and HR regulations, rules, policies and procedures.
• Experience working in a multi-cultural organization.
• Ability to self-manage workload while achieving timelines and results.
• Strong analytical and problem-solving skills.
• Proficiency in use of spreadsheets, word processing and computerized accounting systems.
• Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

How to Apply

Applicants must submit their applications through online process.

For more information, visit UNFPA.