Administrative Assistant
Organizational Context
This position is situated within the Regional Office for the Caribbean Community (CARICOM) of the Office of the High Commissioner for Human Rights in Nassau, the Bahamas. The Administrative Assistant operates under the direct supervision of the Regional Representative, contributing to the efficient functioning of the regional office.
Job Purpose
The Administrative Assistant provides essential support to the Regional Representative and Deputy Regional Representative, focusing on Human Resources Management. This role involves initiating, processing, monitoring, and following up on HR activities such as recruitment, performance appraisals, and training, ensuring adherence to regulations. The position also manages administrative data, reviews entitlements, and offers guidance on administrative procedures. Additionally, the role supports budget and finance functions by monitoring expenditures, assisting with budget reviews, and preparing financial reports. General administrative tasks include managing travel arrangements, drafting correspondence, maintaining records, and coordinating with various service units and internal teams to ensure smooth operations and effective information sharing.
Responsibilities
Key responsibilities include providing direct administrative support to the Regional Representative and Deputy Regional Representative, particularly in Human Resources Management. This involves managing recruitment, placement, performance appraisals, and training processes, ensuring compliance with regulations. The role requires maintaining and certifying administrative data in electronic systems, reviewing entitlements, and advising staff on administrative procedures. In Budget and Finance, the incumbent will monitor processes, support budget reviews, track expenditures against budgets, review requisitions, and assist in preparing budget performance submissions and financial reports. General Administration duties encompass managing official travel, drafting correspondence, maintaining physical and electronic files, coordinating with service units and internal teams, and performing various administrative tasks like managing vendor payments, office space, and equipment. The role also supports data collection, analysis, and reporting, and assists in the administration and payment processing for external contracts.
Work Experience
A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. This requirement is reduced to three years for candidates holding a first-level university degree or higher. Experience in general office support is considered desirable.
Skills
• Professionalism in performing administrative functions (budget, HR, database management). • Strong communication skills (written and verbal). • Excellent planning and organizing abilities, including time management and risk assessment.