Org. Setting and Reporting

This position is located in the Field Operations and Technical Cooperation Division (FOTCD) in the Office of the High Commissioner for Human Rights (OHCHR), Geneva, The Human Rights Officer will be under the direct supervision of the Coordinator of the Investigation Support Unit (ISU) at the Emergency Response Section (ERS).

Responsibilities

• Within delegated authority, the Administrative Assistant will be responsible for the following duties:

Archiving

• Assists with the preservation of all information, documentation, and evidence, and ensures the safe record keeping, handling and transfer of archives of investigative bodies.
• Assists in maintaining and utilizing archival records of investigative bodies.
• Maintains files of rules, regulations, administrative instructions, archives, and other related documentation.

Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, etc., ensuring consistency in the application of regulations and procedures.
• Enters maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes, and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.

Budget and Finance

• Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
•  Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.

General Administration

• Prepares, processes, and follows up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions, and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• 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 program; 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; organizing and coordinating administrative arrangements for seminars, conferences, and translations.

Contract Administration

• Assists with the 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, the property passes, UN parking permits, swipe-card access and door keys.

Education

• High school diploma or equivalent.

Work Experience

• Five (5) years of experience in administrative services, finance, accounting, audit, human resources, or related areas is required.
• Experience in records archiving is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source:https://careers.un.org/lbw/jobdetail.aspx?id=170405