Job Opening
Job Opening ID: 223692
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-5
Duty Station : GENEVA
Department/Office : Office of the High Commissioner for Human Rights
Date Posted : Dec 22, 2023
Deadline : Jan 20, 2024

Org. Setting and Reporting
This position is in the Field Operations and Technical Cooperation Division (FOTCD) in the Office of the High Commissioner for Human Rights (OHCHR) in Geneva. The Administrative Assistant will be under the direct supervision of the Coordinator of the Secretariat of the Independent International Commission of Inquiry on the Syrian Arab Republic (the Commission).
Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Human Resources Management
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, 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 electronic information systems. Maintains up-to-date records in internal databases.
• 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.

Budget and Finance
• Submits acquisitions for onward approval via internal communication channels, such as eMemo and UMOJA workflow; monitors status of expenditures and allotments, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• 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.
• Prepares statistical tables and standard financial reports.

General Administration
• Provides overall administrative assistance to the Secretariat of the Commission and the Commissioners, including supporting fact-finding mission travel.
• Prepares, processes and follows-up on administrative arrangements and logistics related to the official travel of staff and meetings participants.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files and correspondence (both paper and electronic) and internal databases.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations and organization of high-level meetings with relevant stakeholders in Geneva and elsewhere.

Contract Administration
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services, including consultancies and interpretation.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the submission of contractors’ invoices and monitors payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
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.
Job – Specific Qualification
Not available.
Work Experience
A minimum of 5 (five) years of experience in administrative services, finance, accounting, audit, human resources or related area is required

A minimum of two years of relevant experience working within the UN Common System or other similar international organizations is desirable.

Experience working on Enterprise Resource Planning (ERP) such as Umoja and INSPIRA is desirable

Experience supporting official missions of United Nations staff members or experts is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French and/or Arabic is desirable.