Overview
The Administrative Assistant (FS5) position is located within the United Nations Support Office in Haiti (UNSOH) and reports to the Director of Mission Support (DMS). The role supports the DMS in managing human resources, budget, finance, and general administration.
Key Responsibilities
- Coordinate human resource activities including recruitment, placement, and performance appraisals.
- Oversee vacancy announcement files and track their status.
- Coordinate language tests, rebuttal panels, and promotion/review panels.
- Advise staff on visa matters and induction for new staff.
- Provide advice on classification procedures and conditions of service.
- Monitor staffing tables for various human resource activities.
- Provide expert assistance in preparing and developing the unit’s work programme and budget.
- Assist in monitoring budget/work programme, suggesting and implementing reallocations.
- Collect data and prepare customized financial reports.
- Assist in the review and preparation of the medium-term plan and its revisions.
- Review, analyse, and assist in finalising cost estimates and budget proposals.
- Assist managers in elaborating resource requirements for budget submissions.
- Monitor budget implementation/expenditures and recommend reallocation of funds.
- Review and verify fund availability for requisitions.
- Monitor extra-budgetary resources, including review of agreements and cost plans.
- Assist in the preparation of year-end budget performance report submissions.
- Assist in finalising budget performance reports, analysing variances.
- Manage the Director of Mission Support's calendar, appointments, meetings, and correspondence.
- Coordinate high-level visits, protocol arrangements, and interactions with stakeholders.
- Organize mission travel, visas, security clearances, logistics, and briefing materials.
- Prepare, draft, format, and track correspondence, reports, speeches, presentations, and meeting notes.
- Ensure smooth administrative operations within the Office of the DMS.
- Liaise with HR, finance, procurement, and other support units.
- Consolidate, review, and facilitate requests, submissions, and action items for the DMS.
- Monitor and follow up on requests from Mission Support Sections to the DMS.
- Maintain confidential records and handle sensitive information with discretion.
- Coordinate guidance, training, and daily supervision of other staff.
- Assist in drafting host country agreements, budget agreements, and contributions for grants.
- Identify and resolve diverse issues and problems.
- Coordinate extensively with service units and liaise with internal team members.
- Perform other related administrative duties, as required.
Required Experience
At least 8 years of progressively responsible experience within the United Nations system or the private sector in administrative services, finance, accounting, human resources, audit, or related fields, of which 3 years should have been at a supervisory level is required. Previous experience working in the front office of a senior United Nations official is required. UN field mission experience or other UN Agencies or international field experience is required. Experience in international operations in a post-conflict environment is desirable.
Qualifications
High school diploma or equivalent is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
