Overview
The Administrative Assistant (G6) position is located in the United Nations Office of the High Commissioner for Human Rights (OHCHR) in Tbilisi, Georgia. The role supports human resources management, budget and finance, general administration, and contract administration.
Key Responsibilities
- Initiates, reviews, processes and follows-up on human resource actions including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation of staff.
- Responds to enquiries and provides information and advice to staff regarding entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements and drafts recruitment reports.
- Monitors staffing table and prepare relevant statistical data/charts.
- Prepares and processes e-memos related to administrative, human resources, budgetary and operational matters.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Assists managers in the elaboration of resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
- Prepares or customizes financial reports from Umoja.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Creates records in Umoja on transactions related to the operation of the Field Presence, communicates with Treasury Unit and fulfils other Umoja roles as required.
- Liaises with national Revenue Service and performs verification of invoices through Revenue Service online platform.
- 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 both at Headquarters and in the field.
- Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; coordination of transportation service).
- Organizes and coordinates all administrative arrangements for meetings, seminars, conferences, workshops, including interpretation, logistics and note taking.
- Provides logistical and administrative support during visits of UN Special Procedures Mandate Holders.
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Ensures proper reporting on and management of office property.
- Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Coordinates common premises/services cost recovery arrangements as required.
Required Experience
At least seven (7) years of 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. At least one (1) year experience in data analytics or related area is desirable. Experience working on Enterprise Resource Planning (ERP) systems such as Umoja and Inspira is desirable.
Qualifications
High school diploma or equivalent. Supplementary training in administration, human resources, finance, procurement or another field relevant to the functions of the post is desirable.
