Administrative Assistant – Facilities Management

About the role

The United Nations Joint Staff Pension Fund (UNJSPF) is seeking an Administrative Assistant to support its Facilities Management Team and Sourcing Coordination Unit in New York. The role is on‑site full‑time and involves frequent interaction with staff, contractors, vendors, and UN service units.

Key responsibilities

• Receive and create work‑order requests for facilities repairs and coordinate their execution.
• Plan and manage office moves, including scheduling, issuing work orders, and notifying security, transportation, and elevator services.
• Monitor and supervise contractor work to ensure compliance with schedules and guidelines.
• Review and process contractor invoices and assist with cost‑recovery activities.
• Maintain and update reference documents, plans, and drawings for the unit.
• Move furniture and equipment as required.
• Track expenditures and allotments through the UMOJA system, record variations, and update budget tables.
• Consolidate data and support senior staff in budget reviews for intergovernmental and expert bodies.
• Compare actual expenditures with approved budgets and review requisitions for goods and services.

Required profile

• Proven experience in administrative support, preferably within facilities management or budgeting environments.
• Ability to coordinate multiple tasks, interact with diverse stakeholders, and follow established procedures.
• Strong attention to detail and organizational skills.

Required skills