Administrative Assistant

This post is found in the Office of the High Commissioner for Human Rights (OHCHR) Madagascar project presence. The Administrative Assistant reports to the Senior Human Rights Advisor or designee.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
• Monitors staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary. • Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepares or customizes financial reports from IMIS system generated reports.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General Administration
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• 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: scan, copy, binding, book meeting rooms.
• (e.g., operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating events, seminars, conferences and translations).
• Acts as petty cash custodian for the Country presence.
• Responsible for guiding, training, and supervising the work of more junior General Service staff. Contract Administration/Procurement
• Acts as a focal point for Umoja requisitioner for the Country presence.
• Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
• Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
• Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services.
• Maintains internal files and relevant documentations for procurement activities.
• Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities.
• Processes the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance.
• 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. Travel Administration
• Acts as a focal point for Umoja as Travel Administrator for the Country presence.

Education

• High school diploma or equivalent required.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first level university degree. Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable. Work experience with the United Nations or similar international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French and English are required. Fluency in Malagasy (written and oral) is also required.

Source: https://careers.un.org/jobSearchDescription/232520?language=en