Administrative Officer

United Nations Secretariat

New York, United States of America

Experience: 5 to 10 Years

Skill Required: Administration

This position is located in the Business Partner Service, Office of the Under-Secretary-General, Department of Management Strategy, Policy and Compliance (DMSPC), in New York. Under the overall direction of Chief, Business Partner Service, the Administrative Officer reports to Senior Administrative Officer. The Business Partner Service (BPS) provides support in the areas of human resources, budget and finance, and general administration to DMSPC leadership and programme managers to implement its mandates. BPS also provides administrative client services to staff in DMSPC and in secretariats of the followings: the Advisory Committee on Administrative and Budgetary Questions (ACABQ); the United Nations Board of Auditors (BOA) and Panel of External Auditors of the United Nations, the Specialized Agencies and the International Atomic Energy Agency; and the Independent Audit Advisory Committee (IAAC).


Within delegated authority, the Administrative Officer will be responsible for the following duties: Human Resource Management

  • Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
  • Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
  • Defines requirements with respect to improving human resources reporting systems, and using the enterprise resource planning (ERP) systems such as Umoja, and recruitment platform, such as inspira, develops and implements databases and data analytics to optimize statistical efficiency and quality.
  • Contributes to the design and develops customized visualization and presentation products to reveal the findings of analysis in the areas of human resources management to include briefings, reports, documentation to oversight bodies, interactive interfaces, and publication quality outputs.
  • Participates in special human resources projects. Budget and Finance
  • Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued.
  • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.
  • Defines requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources.
  • Contributes to the design and develops customized visualization and presentation products to reveal the findings of analysis in the areas of budget and financial resources management.
  • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
  • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
  • Provides guidance and leadership to more junior staff. General Administration
  • Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
  • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
  • Collects and analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
  • Performs other related work as required.


  • Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, human resources management, law or related area is required. A first-level university degree (Bachelor's degree or equivalent) in combination with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Work Experience

  • A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. At least one year of experience in administration of staff entitlements and benefits in an ERP system in the United Nations common system, or comparable international organization, is required.
  • Experience in the implementation of Human Resources policies, procedures and practices is required.
  • Experience in managing large and complex staffing tables is required. At least two years of experience in data analytics, reporting and visualization is required. At least one year of experience as a recruiter in administering recruitment process using electronic recruitment platforms, such as inspira or similar platforms, is desirable.
  • Experience with organizational management and financial modules of ERP system is desirable.
  • Experience in preparing written outputs including, analytical notes, and official correspondence is desirable.


  • English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.