Administrative Assistant

UN Secretariat; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

UN Secretariat in New York seeks an Administrative Assistant for the Income Tax Unit within the Payroll and Accounts Payable section. The role covers HR activities—recruitment, performance appraisals, entitlements—and maintaining HR records, staff guidance, and supporting budget and financial reporting.

You will process travel, draft routine correspondence, coordinate with service units, and help ensure smooth payroll and tax processing within DOS.

Qualifications

• Five years of experience in administrative services, finance, accounting, audit, or human resources is required.
• This is reduced to three years with a university degree.
• One year of experience in transactional finance, including US income tax processing.
• Experience with ERP systems (Umoja, SAP) is mandatory.

Responsibilities

• Manage human resources administration, including initiating, processing, and monitoring recruitment, placement, promotions, performance appraisals, and separations.
• Maintain HR records, certify data in electronic systems, and review entitlement claims.
• Provide guidance on administrative procedures and maintain staffing tables.
• Monitor expenditures and allotments, update budget tables, and assist with budget preparation and financial reporting.
• Review requisitions for goods and services, ensuring correct coding and fund availability.
• Process and follow up on travel arrangements.
• Draft routine correspondence and maintain administrative files and documentation.
• Coordinate with internal service units and team members.
• Perform other administrative duties such as space planning, IT equipment maintenance, and organizing events.

Skills

Budget management

HR administration

Database management

UN rules and procedures

Planning and organizing

Time management

Communication

Education

High school diploma

University degree

Tools

Umoja ERP

SAP

Job description

Organizational context: This Administrative Assistant position is within the Income Tax Unit of the Payroll and Accounts Payable Section, Common Administrative Platform (CAP), Division of Administration, Department of Operational Support (DOS) at UN Headquarters in New York. DOS provides operational advisory services across the Secretariat. The Section processes global payroll, payments, and income tax claims.

Job purpose

The Administrative Assistant will support the Income Tax Unit by managing human resources activities, including recruitment, performance appraisals, and staff guidance on entitlements and administrative procedures. This role involves maintaining HR records and staffing tables. Additionally, the position will assist with budget and finance tasks, such as monitoring expenditures, reviewing requisitions, and preparing financial reports. General administrative duties include processing travel arrangements, drafting correspondence, maintaining files, and coordinating with various service units and internal teams. The role ensures the smooth operation of the Unit by providing essential administrative and financial support, contributing to the efficient processing of payroll and tax-related functions within the Department of Operational Support.

Responsibilities

• Manage human resources administration, including initiating, processing, and monitoring recruitment, placement, promotions, performance appraisals, and separations.
• Maintain HR records, certify data in electronic systems, and review entitlement claims.
• Provide guidance on administrative procedures and maintain staffing tables.
• Monitor expenditures and allotments, update budget tables, and assist with budget preparation and financial reporting.
• Review requisitions for goods and services, ensuring correct coding and fund availability.
• Process and follow up on travel arrangements.
• Draft routine correspondence and maintain administrative files and documentation.
• Coordinate with internal service units and team members.
• Perform other administrative duties such as space planning, IT equipment maintenance, and organizing events.

Education

A high school diploma or equivalent is required.

Work experience

• Five years of experience in administrative services, finance, accounting, audit, or human resources is required.
• This is reduced to three years with a university degree.
• One year of experience in transactional finance, including US income tax processing, is required.
• Experience with ERP systems (e.g., Umoja, SAP) is mandatory.
• Experience with UN systems and procedures, staff rules, and financial regulations is desirable.

Skills

Professionalism in administrative functions (budget, HR, database management), adherence to UN rules and regulations, planning and organizing, time management, client orientation, and effective communication.

Required languages

English, French