Administrative Assistant, Job Ref. MZ/OHCHR/0505/2510

Organizational Setting and Reporting

This position is located in the Office of the High Commissioner for Human Rights (OHCHR) presence in Pemba, Mozambique. The Administrative Assistant reports to the Head of Office or designee.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management

•  Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, relocation, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
•  Monitors staffing table and prepare relevant statistical data/charts. Budget and Finance
•  Assists in the preparation and review of financial and human resource proposals/requirements.
•  Tracks expenditures and compares with approved budget; prepares adjustments as necessary.
•  Coordinates with other finance and budget staff on related issues during preparation of budget reports. General Administration
•  Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•  Coordinates extensively with service units and liaises frequently with internal team members.
•  Performs other related administrative duties, as required: scan, copy, binding, book meeting rooms, operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating events, seminars, conferences and translations.
•  Acts as petty cash custodian for the field presence. etxE9N6 BIpnb
•  Responsible for guiding, training, and supervising the work of more junior General Service staff. Contract Administration/Procurement
•  Provides operational coordination and administrative services in Umoja, to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors.
•  Reviews and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders.
•  Coordinates with day-to-day administration of contracts between the UN and external contractors for goods and services.
•  Maintains internal files and relevant documentations for procurement activities.
•  Inspects and receipts goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities.
•  Processes the payment of contractors’ invoices and monitor payments upon satisfactory receipt and performance. Travel Administration
•  Acts as a focal point for Umoja as Travel Administrator for the field presence, as required.

Competencies

•  PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•  PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
•  CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is requited. Additional qualifications, such as a certificate or diploma in business administration or a related field, would be considered as an advantage.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resources Planning system, such as Umoja or similar, is desirable. Work experience with the United Nations or similar international organization is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required. Fluency in Portuguese is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.

How to apply

Please use the button below to apply.