Administrative Assistant
Organizational Context
This position is situated within the Regional Office for Asia and the Pacific, operating under the Office of the High Commissioner for Human Rights. The role reports directly to the Administrative Officer, contributing to the administrative functions of this key regional hub.
Job Purpose
The Administrative Assistant plays a crucial role in supporting the operational efficiency of the Regional Office for Asia and the Pacific. This position is responsible for a wide range of administrative, financial, and human resources tasks. Key contributions include managing contracts with external vendors, processing payments, facilitating staff travel, and maintaining essential office records. The role also provides vital procurement and logistical support for office operations, ensuring the smooth acquisition of goods and services. Furthermore, the Administrative Assistant assists in HR administration, budget monitoring, and data analysis to support informed decision-making and reporting within the office.
Responsibilities
Contract Administration: Manage day-to-day contract administration with external service providers, audit invoices, process payments, and monitor vendor performance. Facilitate the issuance of UN grounds passes, property passes, parking permits, and access keys for staff. Procurement and Logistics: Provide comprehensive support for acquiring goods and services, including meeting packages, accommodation, and office equipment. Monitor requisition status, liaise with suppliers, and verify deliveries. Prepare bid summaries and compile data for supplier selection. General Administration: Process and follow up on administrative arrangements for staff travel. Draft routine correspondence and maintain organized physical and electronic files of regulations and documentation. Coordinate with service units and internal teams. Perform other administrative duties such as space planning, IT needs assessment, and organizing events. Human Resources: Initiate and process HR actions like recruitment, performance appraisals, and training, ensuring compliance with regulations. Maintain HR records in electronic systems and review entitlements. Provide guidance on administrative procedures. Budget and Finance: Monitor expenditures and allotments, update budget tables, and support budget reviews. Review requisitions for accuracy and fund availability. Assist in preparing budget performance reports and financial statements.
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 with a first-level university degree. Experience with end-to-end procurement processes within the UN or a related organization is essential. Experience with Umoja or similar ERP systems and data analytics is desirable.
Skills
Professionalism in administrative functions, financial management, and HR. Strong communication and client-orientation skills. Ability to analyze and interpret data. Proficiency in UN administrative and financial regulations. Effective record-keeping and organizational abilities.