Administrative Assistant

UN Atlas; New York (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

UN Atlas is seeking an Administrative Assistant to support the HR Unit within EPMS. The role focuses on HR processes, data integrity, recruitment support through Inspira, and budget/finance tasks to aid digital transformation efforts.

The candidate should have strong knowledge of ERP systems (Umoja, SAP), robust administrative skills, and the ability to coordinate across units while ensuring UN regulations compliance.

Qualifications

• Minimum five years of experience in administrative services, finance, accounting, audit, or human resources.
• With university degree, required experience reduced to three years.
• Experience with Umoja or SAP for staff administration is mandatory.

Responsibilities

• Manage HR administration including recruitment, placement, performance appraisals, and contract extensions in line with UN regulations.
• Monitor HR data (time and attendance) and provide guidance on administrative procedures.
• Maintain staffing tables and generate ERP reports; assist hiring managers with recruitment.
• Support budget preparation and finance tasks, including rate card development and validation.
• Handle travel arrangements, draft correspondence, and maintain work unit records.
• Coordinate with service units and internal teams; manage vendor payments and space planning.
• Provide backup support for contractual services management.

Skills

Professionalism

Planning and Organizing

Client Orientation

Administrative Functions

Budget/Work Programme Management

Human Resources Management

Database Management

UN HR/Administrative Rules

ERP Systems (Umoja, SAP)

Recruitment Processes

Data Analysis

Travel Administration

Correspondence Drafting

Vendor Payment Management

Education

High School Diploma or Equivalent

Tools

Umoja

SAP

Job description

Organizational context

The Office of Information and Communications Technology (OICT) drives the UN Secretariat's digital transformation, aiming for secure, reliable, and innovative technology solutions. The Enterprise Programme Management Section (EPMS) provides executive direction within OICT. This Administrative Assistant role is situated within the HR Unit of EPMS, reporting to the HR Team Lead.

Job purpose

The Administrative Assistant supports the Human Resources Unit within OICT's Enterprise Programme Management Section. This role is crucial for managing HR activities, ensuring consistency with UN regulations and procedures. Key responsibilities include processing staff administration actions, maintaining HR data, providing guidance on HR processes, and assisting with recruitment through systems like Inspira. The position also contributes to budget and finance support, general administration, and travel arrangements, ensuring efficient operations within the HR unit and supporting the broader digital transformation goals of OICT.

Responsibilities

Manage human resources administration, including recruitment, placement, performance appraisals, and contract extensions, ensuring compliance with regulations. Monitor HR data, such as time and attendance, and provide guidance on administrative procedures. Maintain staffing tables and generate ERP reports. Assist hiring managers with recruitment processes. Support budget preparation and finance-related tasks, including rate card development and validation. Handle administrative arrangements for official travel, draft correspondence, and maintain work unit records. Coordinate with service units and internal teams. Perform other administrative duties, including managing vendor payments, space planning, and IT needs. Provide backup support for contractual services management.

Education

A high school diploma or equivalent is required for this position.

Work experience

A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to three years for candidates with a university degree. Experience with ERP systems like Umoja or SAP for staff administration is mandatory. Experience with ERP requisitioning tools and purchase orders is desirable.

Skills

Professionalism, Planning and Organizing, Client Orientation, administrative functions, budget/work programme management, human resources management, database management, UN administrative/financial/HR rules and regulations, ERP systems (Umoja, SAP), recruitment processes, data analysis, travel administration, correspondence drafting, vendor payment management.

Required languages

English, French