Overview
The Administrative Officer (Special Assistant) is responsible for providing administrative support and advisory services to the Director of the Division of Administration.
Key Responsibilities
- Initiates and coordinates human resource activities including recruitment, placement, promotion, performance appraisal, and separation of staff.
- Provides expert advice on conditions of service, duties, responsibilities, privileges, and entitlements.
- Leads, oversees, and coordinates the preparation and implementation of work programs and budgets.
- Initiates and conducts studies to improve budget reporting systems and cost-effective resource utilization.
- Monitors and controls budgetary allocations and provides monitoring reports.
- Maintains contact with management and staff to ensure effective cooperation.
- Manages senior official’s engagements with internal and external interlocutors.
- Implements and monitors support services including procurement, transport, travel, communications, and IT support.
- Supervises a staff team and/or advises colleagues on human resource administration, financial administration, and management information issues.
- Produces major/complex reports for management and reviews related documentation.
- Provides specialized advice on management and implementation of Secretariat policies and procedures.
- Advises senior UN officials on administrative issues and recommends courses of action.
- Performs other related duties as required, including reviews of offices, operational travel, space requirements, and technology requirements.
- Collects and analyses data to identify trends or patterns and provides substantive analytical support through data visualization methods.
Required Experience
- 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.
Qualifications
- 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.
