ADMINISTRATIVE ASSISTANT

Organizational Context

This position is within the United Nations Office of the High Commissioner for Human Rights (OHCHR) South Caucasus Field Presence in Tbilisi, Georgia. The Administrative Assistant reports to the Senior Human Rights Adviser for the South Caucasus, supporting the operational and administrative functions of the field office.

Job Purpose

The Administrative Assistant is responsible for managing a wide range of administrative, human resources, and financial tasks to ensure the efficient operation of the OHCHR South Caucasus Field Presence. This includes processing HR actions, managing recruitment documentation, providing staff with information on entitlements and procedures, and preparing administrative and HR-related e-memos. The role also involves assisting with budget preparation, monitoring expenditures, and liaising with finance units. Additionally, the incumbent will handle general administrative duties, coordinate meeting arrangements, support the management of contracts, and may supervise junior staff. The purpose is to provide essential support that enables the field presence to effectively carry out its human rights mandate.

Responsibilities

Manage human resources activities, including recruitment, staff administration, and processing HR-related documentation, ensuring compliance with UN rules. Provide information and guidance to staff on entitlements and administrative procedures. Oversee vacancy announcements and maintain related records, preparing statistical data. Process administrative and HR e-memos. Assist in budget preparation, review financial proposals, and monitor expenditures against approved budgets. Prepare financial reports and coordinate with finance units. Create financial records in Umoja and liaise with the Treasury Unit. Verify invoices through the national Revenue Service platform. Draft routine correspondence and coordinate with service units and internal teams. Perform general administrative duties such as managing travel, vendor payments, office space, and IT needs. Organize administrative arrangements for meetings and workshops, and provide logistical support for visiting mandate holders. Potentially guide and train junior staff. Assist in data collection, analysis, and report preparation. Manage day-to-day administration of contracts, audit contractor invoices, and process payments. Issue UN forms and permissions for staff and coordinate cost recovery arrangements.

Work Experience

A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. This requirement is reduced to five years for candidates with a first-level university degree. One year of experience in data analytics is desirable, as is experience with ERP systems like Umoja and Inspira.

Skills

Communication and drafting skills. Proficiency in MS Office and internet browsers. Ability to operate computer and office equipment. Strong organizational skills. Ability to work independently and in a team. Capacity for data analysis, modeling, and interpretation. Knowledge of UN administrative, financial, and HR rules and regulations. Experience with Enterprise Resource Planning (ERP) systems is desirable.

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