ADMINISTRATIVE ASSISTANT

Organizational Context

This position is within the Office of the High Commissioner for Human Rights (OHCHR), specifically in the Thematic and Special Procedures Division, Rule of Law, Accountability and Civic Space Branch, Digital Tech and Human Rights Section, located in Geneva, Switzerland. The Administrative Assistant reports directly to the Chief of the Digital Tech and Human Rights Section.

Job Purpose

The Administrative Assistant plays a crucial role in supporting the operational efficiency of the Digital Tech and Human Rights Section within OHCHR. This role involves managing a wide range of administrative functions, including human resources actions, budget and finance monitoring, and general office administration. The position ensures the smooth execution of daily operations, supports staff with administrative procedures, and assists in the preparation of reports and data presentations. By maintaining accurate records, facilitating travel, and coordinating with various units, the Administrative Assistant contributes to the effective functioning of the section and its mandate in advancing human rights in the digital age.

Responsibilities

The Administrative Assistant is responsible for comprehensive human resources management, including initiating and processing recruitment, performance appraisals, and training actions, ensuring compliance with regulations. This includes maintaining HR data and providing guidance to staff. In budget and finance, the role involves monitoring expenditures, updating budget tables, reviewing requisitions, and preparing financial reports. General administration duties encompass processing travel arrangements, drafting correspondence, maintaining official files and SharePoint sites, and coordinating with internal and external units. The position also supports contract administration by auditing invoices and processing payments, and handles various administrative tasks such as space planning and equipment maintenance. Additionally, the role assists in data collection, analysis, and presentation for reporting and decision-making purposes.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. Experience within the UN system or a similar international organization is desirable, as is experience in programme planning, budgeting, and using ERP systems like Umoja.

Skills

Proficiency in administrative functions (budget, HR, database management), knowledge of UN administrative and financial regulations, data analysis and interpretation, planning and organizing, and teamwork are essential. Ability to work collaboratively and efficiently under pressure is also key.

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