Administrative Assistant
Organizational Context
This position is within the Joint Human Rights Service of the United Nations Integrated Office (BINUH) and the Office of the High Commissioner for Human Rights (OHCHR) in Port-au-Prince, Haiti. The role reports to the Chief of the Joint Human Rights Service or the Finance and Administrative Officer of BINUH, supporting the operational and administrative functions of the service.
Job Purpose
The Administrative Assistant is responsible for providing comprehensive administrative support to the Joint Human Rights Service. This includes managing human resources actions such as recruitment and personnel actions, processing staff entitlements, and maintaining HR records. The role also involves assisting with budget preparation, monitoring expenditures, and generating financial reports. Additionally, the incumbent will handle general administrative tasks, draft correspondence, coordinate with service units, manage contracts with external vendors, and process necessary UN forms and passes. The position may also involve guiding junior staff and supporting data analysis and reporting efforts to aid in decision-making and information sharing.
Responsibilities
Manage human resources activities, including processing recruitment, staff placements, promotions, performance appraisals, and separations, ensuring compliance with UN rules. Provide information and guidance to staff on entitlements and administrative procedures. Oversee vacancy announcements and process personnel actions through UMOJA, monitoring staffing tables and preparing statistical data. Assist in budget preparation, review financial and HR proposals, and monitor expenditures against approved budgets. Prepare financial reports and coordinate with finance and budget staff. Draft routine correspondence and coordinate with internal teams and service units. Perform general administrative duties such as managing travel programs, vendor payments, office space, and technology needs. Assist in organizing events and support data collection, analysis, and reporting. Administer contracts with external vendors, audit invoices, and monitor payments. Process UN forms and permissions for staff and maintain procurement documentation.
Work Experience
A minimum of seven years of experience in administrative services, finance, accounting, audit, or human resources is required. One or more years of experience in data analytics is desirable.
Skills
Proficiency in administrative functions (budget, HR, database management). Knowledge of UN administrative, financial, and HR rules. Data analysis, modeling, and interpretation skills. Strong teamwork and collaboration abilities. Excellent planning, organizing, and time management skills. Ability to perform under pressure and maintain composure.