ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located in the United Nations Office for Sustainable Development (UNOSD), in the city of Incheon, Republic of Korea. UNOSD is a project office of the Division for Sustainable Development Goals (DSDG), United Nations Department of Economic and Social Affairs (UN DESA). The Division acts as the Secretariat for the SDGs, providing substantive support and capacity-building for the goals and their related thematic issues, including water, energy, climate, oceans, urbanization, transport, science and technology, the Global Sustainable Development Report (GSDR), partnerships and Small Island Developing States. DSDG plays a key role in the evaluation of UN systemwide implementation of the 2030 Agenda for Sustainable Development and on advocacy and outreach activities relating to the SDGs. For more information, please visit DSDG website at https://sdgs.un.org/. You may also wish to visit the website of the UNOSD at https://unosd.un.org/. The Administrative Assistant reports directly to the Head of Office, UNOSD. ResponsibilitiesUnder the guidance and supervision of the Head of Office, United Nations Office for Sustainable Development (UNOSD), and within limits of delegated authority, the Administrative Assistant will be responsible for the following duties: 1. Performs a wide range of office support and administrative support functions; provides direct assistance to the Head of the United Nations Office for Sustainable Development. 2. Monitors status of expenditures and allotments, records variations, and updates budget tables; consolidates data received and provides support to the Head of the Office and Senior staff with respect to budget reviews; reviews status of relevant expenditures and compares with approved budget; reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; assists in the preparation of budget performance submissions and budget revisions; prepares statistical tables and standard financial reports; performs related transactions in Umoja, the UN Secretariat's enterprise resource planning (ERP) software. 3. Initiates, monitors, reviews and follows-up on actions related to the administration of the Office's human resource activities, e.g., recruitment, placement, relocation, promotion, extension of appointments, performance appraisal, separation, training etc., ensuring consistency in the application of regulations and procedures; Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in UNOSD's electronic and physical filing system and the UN's administrative and management information systems Umoja and Inspira; Reviews entitlements-related claims and reports; Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary; Maintains and reviews organizational staffing tables; prints and reviews reports. 4. Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff. 5. Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.); performs related transactions in Umoja. 6. Maintains files of rules, regulations, administrative instructions and other related documentation. 7. Maintains up-to-date files (both paper and electronic), records and databases for the Office. 8. Coordinates extensively with service units and liaises frequently with internal team members at UNOSD, UN Headquarters and in the field. 9. Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences. Competencies• PROFESSIONALISM: 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. 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. • 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 is required. Job - Specific QualificationNot available. Work ExperienceAt least five years of experience in administrative services, finance, accounting, audit, human resources, project coordination or related area are required. Experience in procurement, requisition of goods and services, vendor payments and associated budget administration is required. Experience using integrated information management systems, such as SAP, Umoja or a similar system, in performing programme or project administration tasks is required. Experience using Microsoft Office and Microsoft Forms for preparation of programme budgeting and monitoring, evaluation and administrative tasks is required. Experience in supporting the head of office or high-level officials, including the provision of direct assistance for programmatic and budgetary reviews and the backstopping of high-level meetings is required. Experience in supporting operational activities related to sustainable development within the United Nations or regional or international organizations is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Korean are required. 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).