SENIOR ADMINISTRATIVE ASSISTANT

Org. Setting and ReportingThis position is located in the secretariat of the UN System Chief Executives Board for Coordination (CEB), the highest inter-agency body for coordination in the UN system. The CEB Secretariat supports the work of the CEB Secretariat and its High-level Committees on Management (HLCM) and on Programmes (HLCP). The Secretariat is co-located in Geneva and New York and is headed by a Director, who reports to the Secretary-General, who is the Chairman of CEB. Further information is available at https://www.unsceb.org. ResponsibilitiesUnder the overall authority of the Secretary of the High-level Committee on Management/Director of the CEB Secretariat in Geneva, and within delegated authority, the Senior Administrative Assistant will be responsible for the following duties: Budget and Finance: - Assists in the preparation of the annual programme budget; provides expert assistance in the elaboration of resource requirements for budget submission. Prepares responses to questions arising from various intergovernmental bodies. - Contributes to the reporting to intergovernmental bodies on budget and programme performance. - Coordinates and consolidates inputs for the periodic monitoring and reporting of the CEB's results and deliverables. - Monitors budget implementation/expenditures and suggests and implements reallocation of resources as necessary; Analyses variances between approved budget and actual expenditures; Prepares allotments and redeployments of funds. - Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects for specific projects. - Administers and monitors extra-budgetary resources originating from mandates of High-level Committee on Management (HLCM) and its Networks, including preparation of cost plans, review of agreements with donors and implementing partners, ensuring compliance with regulations and rules and established policies and procedures. - Collects data from relevant databases and prepares customized financial reports. - Assists in the data collection, review and reporting of the UN system compensation costs. Supports the work of the CEB Secretariat on statistics, including the collection, validation and reporting of data from the UN system organizations. - Acts as Certifying Officer within delegated authority to ensure that proposed obligations and expenditures are in accordance with budgets and established regulations and rules. Human Resources: - Coordinates all actions related to the administration of the CEB Secretariat's human resources activities such as recruitment, extension, promotion, performance appraisal, separation, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with UNOG as required. - Participates in the selection of candidates for CEB Secretariat positions, including evaluating and screening candidate applications, administering tests, preparing interviews and reports, and conducting roster searches for vacancies and identifying short-list of candidates. - Drafts Job (re)classifications - Processes the recruitment of consultants and interns - Provides advice to staff, consultants and interns with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. - Monitors the CEB Secretariat staffing tables for a variety of human resources activities e.g., appointments, retirements, expiration of appointments, reassignments, transfer and movement of staff. General/Contract Administration: - Drafts or reviews agreement for any activity/service as needed - Initiates the procurement of goods and services based on office requirements, reviews vendor contracts and processes payments to vendors and individual contractors for services. - Oversees the general administration and smooth functioning of the office. Identifies needs in terms of office space, technology requirements and travel, and takes action as necessary - Provides support/advice to staff and affiliated personnel with regards to UN ground passes, Carte de Legitimation, training etc. - Coordinates extensively with UNOG and UNHQ service providers and liaises frequently with internal team members both in Geneva and New York. - Supports the coordination of inter-agency meetings on all logistical and technical aspects, when required. CompetenciesProfessionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Ability to conduct independent research and analysis, identify issues, formulate options and make conclusions and recommendations. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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. Planning and 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. 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 is required. Job - Specific QualificationNot available. Work ExperienceA minimum of ten (10) years of experience across all administrative functions (Finance and Budget, Human Resources, Procurement and General administration) is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. At least two (2) years of experience within the UN common system is required. Experience in conducting data collection activities is required. Experience in using Enterprise Resource Planning (ERP) systems such as Umoja or similar system is desirable. Experience in providing administrative support for UN system entities, with delegated authority is desirable. Experience in HR management, including managing recruitment and selection processes is desirable. Experience in preparation of budget proposals for intergovernmental and expert bodies such as ACABQ and/or Fifth Committee is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. 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).