Senior Administrative Assistant, at United Nations Secretariat , NY

Org. Setting and Reporting

This position is located in the Office of the Special Representative on Violence against Children (OSRSG VAC). The Special Representative of the United Nations Secretary-General (SRSG) on Violence against Children is a global independent advocate to promote the prevention and elimination of all forms of violence against children. The core responsibility of the SRSG is to advance implementation of the recommendations of the United Nations Study on Violence against Children (2006), building upon health and child protection initiatives and developments, and promoting the protection of children from violence as a human rights imperative and support to Member States on the implementation of the 2030 Agenda for Sustainable Development.

The Office of the Special Representative of the Secretary-General on Violence Against Children works on the basis of a team approach and shared accountabilities in supporting the mandate of the SRSG. The Administrative Assistant reports to the Chief.

• Coordinates various actions related to the administration of the Office’s human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Liaises with central administration/executive services as required.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Reviews and processes personnel actions through INSPIRA.
• Advises staff on visa matters.
• Provides advice and answers general queries on classification procedures and processes.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Liaises with Human Resources Office and monitors staffing tables for a variety of human resource activities, e.g., appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff.

• Provides expert assistance in the preparation and development of the Office’s work programme and budget.
• Assists in monitoring budget/work programme with respect to regular budget, and trust funds, on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary to ensure the most economical use of resources.
• Collects data from relevant databases and prepares customized financial reports for the Office including actual expenditures against approved allotments, obligated amounts, and projected requirements for the remainder of the year per the office work plan.
• Provides assistance in the review, and preparation of the medium‑term plan and its revisions.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non‑staff requirements of the Office, including programmatic aspects; ensures compliance with the medium‑term plan and other legislative mandates.
• Liaises with Executive Office and in consultation with the Chief of Staff to assist in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Monitors extra‑budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of budget performance submissions.
• Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

• Provides guidance, training to other general service staff in the area of responsibility.
• Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues/problems as they arise, and…