Special Assistant to the Deputy Executive Secretary, Administrative Officer

Responsibilities

Within delegated authority, the Special Assistant 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.
• Conscientious and efficient in meeting commitments, observing deadlines, and achieving results.

Motivation

• Motivated by professional rather than personal concerns; persistent when faced with difficult problems or challenges.
• Remains calm in stressful situations.

Gender Perspectives

• Takes responsibility for incorporating gender perspectives and ensuring 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.

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 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.