Within delegated authority, the Special Assistant to the Deputy Executive Secretary, Administrative Officer will be responsible for the following duties:

Key Duties

• Conducts and coordinates the day-to-day work of the Deputy Executive Secretary by providing liaison services with various clients, especially Divisions, IDEP, and Subregional Offices.

• Prepares> aide memoirs, memoranda, and other substantive documents in coordination with Divisions, IDEP, and Subregional Offices.

• Responds to relevant substantive correspondences, arranges audiences, and organizes visits of external senior officials.

• Contributes to the preparation and review of the work programme and budget of the office.

• Accompanies the Deputy Executive Secretary to meetings and conferences, acting as a note-taker.

• Monitors and manages the timely implementation of follow-up actions with Divisions, IDEP, and Subregional Offices.

• Provides guidance and leadership to junior staff.

• Performs other duties as required.

Human Resource Management

• Effectively coordinates actions related to the administration of human resource activities, ensuring consistency in the application of UN rules and procedures.

• Defines conditions of service, duties, responsibilities, and privileges under the Staff Rules and Regulations.

Budget and Finance

• Takes the lead in preparing and implementing the work programme, ensuring financial resources are utilized effectively.

• Monitors and reviews the work programme and budget through regular assessments.

• Defines requirements and collaborates with systems units to improve budget reporting systems.

• Develops procedures to ensure accounting and financial management controls align with UN policy.

• Supervises and provides guidance on financial administration and management issues.

• Offers guidance and leadership to junior staff.

General Administration

• Oversees work related to procurement, billing, and receipt of income from various services.

• Reviews the adequacy of departmental space requirements.

• Identifies office technology needs and coordinates maintenance of equipment and systems.

• Collects and analyzes data to identify trends and provide insights through data visualization methods.

• Performs other related work as required.

Competencies

Knowledge and Skills: Understanding of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations.

Analytical Skills: Conceptual, analytical, and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, and make conclusions and recommendations.

Work Ethic: Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results.

Motivation: Is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Gender Perspectives: Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Data Analysis: Able to analyze and interpret data in support of decision-making and convey resulting information to management.

Communication Skills

• Speaks and writes clearly and effectively

• Listens to others, correctly interprets messages, and responds appropriately

• Asks questions to clarify and exhibits interest in two-way communication

• Tailors language, tone, style, and format to match the audience

• Demonstrates openness in sharing information and keeping people informed

Accountability

• Takes ownership of all responsibilities and honors commitments

• Delivers outputs within prescribed time, cost, and quality standards

• Operates in compliance with organizational regulations and rules

• Supports subordinates, provides oversight, and takes responsibility for delegated assignments

• Takes personal responsibility for shortcomings and those of the work unit, where applicable

Planning & Organizing

• Develops clear goals consistent with agreed strategies

• Identifies priority activities and assignments

• Adjusts priorities as required

• Allocates appropriate 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

Job Requirements

Education

Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law, or related area is required. Alternatively, a first-level university degree combined with two years of qualifying experience may be accepted. Successful completion of both degree and non-degree programs in data analytics, business analytics, or data science programs is an advantage.

Work Experience

A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management, or related fields is required. Specific experiences include:

• Experience in a front office setting and supporting a Senior Official

• Experience in supporting intergovernmental processes (desirable)

• Experience in international-level coordination within the United Nations system or other international or regional organizations (desirable)

Languages

English and French are the working languages of the United Nations Secretariat. For this position:

• Fluency in English is required

• Knowledge of French is desirable

• Knowledge of another official United Nations language is an advantage

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

How to Apply:

Interested and qualified applicants can apply online using THIS LINK