Administrative Assistant

Details

Mission and objectives

The UN Human Rights Regional Office for the Middle East and North Africa (ROMENA) is located in Lebanon and covers the following countries: Algeria, Bahrain, Jordan, Kuwait, Lebanon, Morocco, Oman, Qatar, Saudi Arabia, and the United Arab Emirates. As a convenor of regional dialogues on human rights issues, ROMENA-led activities involve government and civil society actors from the region. ROMENA’s primary function is to advance human rights in the countries that it covers through monitoring, reporting and advocacy on the human rights situation, and through active engagement with governments, including the provision of technical assistance, in cooperation with the UN Human Rights Training and Documentation Centre in Doha.

Context

This UNV assignment is part of the Technical Cooperation Project in Saudi Arabia, which is part of the United Nations High Commissioner Office for Human Rights. The project has been designed to build national capacities in the field of human rights promotion and protection in Saudi Arabia. It has been developed pursuant to the signed memorandum of understanding (MoU) between the UN Office of High Commissioner for Human Rights and Saudi Arabia through the Saudi Human Rights Commission in 2012.

Task description

Under the direct supervision of the Admin Associate at the duty station, the national UN Volunteer specialist will Join the TCP- OHCHR team to support and assist its work with international organisations, UN agencies, CSOs and the national counterpart. His/her roles will be as follows.
• Assist the supervisor in ensuring the OHCHR Office premises provide a healthy, safe, and respectful working environment.
• Provide administrative support in the areas of procurement, administration, human resources and finance.
• Provide interpretation of administrative rules, regulations and procedures.
• Perform personnel work including processing of entitlement, DSA, issuance of contracts and various personnel records,
files, and sheets.
• Assist in general administrative matters relating to visas, licenses, and security; provide advice and ensure administrative
support as required.
• Provide general administrative support: assisting with correspondence, managing calendars, scheduling meetings, and
coordinating travel arrangements.
• Assist in preparing meeting agendas, taking minutes, and distributing relevant documentation, in addition to coordinating
logistics for meetings, including room reservations and equipment setup.
• Assist in the preparation of the TCP budgets.
• Assist in the requisition of office supplies and equipment and arranging for control of distribution and maintenance of
appropriate inventory records.
• Maintain and organise files, records, and databases, ensuring efficient retrieval and storage of information in the shared
drive.
• Support the planning and organisation of conferences, workshops, and other events. Assisting with logistics, participant
coordination, and preparation of event materials.
• Assist with recruitment processes, maintain personnel records, and process administrative actions related to staff members.
• Collaborate with internal and external stakeholders, including other UN agencies, NGOs, and government entities. Facilitate
effective communication and coordination between different units or departments.
• Assist with procurement processes, maintain inventory, and perform other administrative duties as assigned.
• Assist with Petty cash bookkeeping.
• Assist with Information Communication Technology basic functions in the office.
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external
publications and take active part in UNV activities (for instance in events that mark International Volunteer
Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press
releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and
organizations to use the UNV Online Volunteering service whenever technically possible.