Org. Setting and Reporting

This position is located in the United Nations Office for Sustainable Development (UNOSD), in the city of Incheon, Republic of Korea. UNOSD is a project office of the Division for Sustainable Development Goals (DSDG), United Nations Department of Economic and Social Affairs (UN DESA). The Division acts as the Secretariat for the SDGs, providing substantive support and capacity-building for the goals and their related thematic issues, including water, energy, climate, oceans, urbanization, transport, science and technology, the Global Sustainable Development Report (GSDR), partnerships and Small Island Developing States. DSDG plays a key role in the evaluation of UN systemwide implementation of the 2030 Agenda for Sustainable Development and on advocacy and outreach activities relating to the SDGs. For more information, please visit DSDG website at https://sdgs.un.org/. You may also wish to visit the website of the UNOSD at https://unosd.un.org/. The Administrative Assistant reports directly to the Head of Office, UNOSD.

Responsibilities

Under the guidance and supervision of the Head of Office, United Nations Office for Sustainable Development (UNOSD), and within limits of delegated authority, the Administrative Assistant will be responsible for the following duties: 1. Performs a wide range of office support and administrative support functions; provides direct assistance to the Head of the United Nations Office for Sustainable Development. 2. Monitors status of expenditures and allotments, records variations, and updates budget tables; consolidates data received and provides support to the Head of the Office and Senior staff with respect to budget reviews; reviews status of relevant expenditures and compares with approved budget; reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds; assists in the preparation of budget performance submissions and budget revisions; prepares statistical tables and standard financial reports; performs related transactions in Umoja, the UN Secretariat's enterprise resource planning (ERP) software. 3. Initiates, monitors, reviews and follows-up on actions related to the administration of the Office's human resource activities, e.g., recruitment, placement, relocation, promotion, extension of appointments, performance appraisal, separation, training etc., ensuring consistency in the application of regulations and procedures; Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in UNOSD's electronic and physical filing system and the UN's administrative and management information systems Umoja and Inspira; Reviews entitlements-related claims and reports; Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary; Maintains and reviews organizational staffing tables; prints and reviews reports. 4. Prepares, processes and follows up on administrative arrangements and forms related to the official travel of staff. 5. Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.); performs related transactions in Umoja. 6. Maintains files of rules, regulations, administrative instructions and other related documentation. 7. Maintains up-to-date files (both paper and electronic), records and databases for the Office. 8. Coordinates extensively with service units and liaises frequently with internal team members at UNOSD, UN Headquarters and in the field. 9. Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences.

Competencies

• PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. 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. • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • PLANNING & 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

At least five years of experience in administrative services, finance, accounting, audit, human resources, project coordination or related area are required. Experience in procurement, requisition of goods and services, vendor payments and associated budget administration is required. Experience using integrated information management systems, such as SAP, Umoja or a similar system, in performing programme or project administration tasks is required. Experience using Microsoft Office and Microsoft Forms for preparation of programme budgeting and monitoring, evaluation and administrative tasks is required. Experience in supporting the head of office or high-level officials, including the provision of direct assistance for programmatic and budgetary reviews and the backstopping of high-level meetings is required. Experience in supporting operational activities related to sustainable development within the United Nations or regional or international organizations is desirable

Languages

Assessment

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

Special Notice

This Job Opening refers to a project-funded post of finite duration. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal are subject to the availability of the post or funds, budgetary approval, and extension of the mandate. External candidates selected for this position will be granted a fixed-term appointment limited (“FTA-limited”) in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on the Administration of fixed-term appointments. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position will be reassigned or transferred to the position without a lien to their parent position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.