Administrative Assistant

Job Posting Organization:
The Office of the High Commissioner for Human Rights (OHCHR) is a part of the United Nations system, established to promote and protect human rights globally. The OHCHR works to ensure that the rights of individuals are respected and upheld, providing support to various countries in implementing international human rights standards. The organization operates in numerous countries, engaging with governments, civil society, and other stakeholders to foster a culture of human rights. The OHCHR is committed to promoting gender equality and diversity within its workforce, striving for a balanced representation of genders and backgrounds among its staff.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the OHCHR office in Pemba, Mozambique. The role involves a variety of administrative tasks that support the office's operations, including human resources management, budget and finance, general administration, contract administration, and travel administration. The Administrative Assistant will be responsible for ensuring that all administrative processes are carried out in accordance with UN rules and procedures, contributing to the overall efficiency and effectiveness of the office. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of professionalism and client orientation. The Administrative Assistant will work closely with the Head of Office and other team members to ensure that the office runs smoothly and that all administrative needs are met promptly and accurately.

Duties and Responsibilities:
The Administrative Assistant will undertake a wide range of duties, including but not limited to: initiating, reviewing, processing, and following up on human resource activities such as recruitment, relocation, and training; monitoring staffing tables and preparing statistical data; assisting in budget preparation and tracking expenditures; drafting routine correspondence; coordinating with service units and internal team members; performing general administrative duties such as scanning, copying, and organizing events; acting as petty cash custodian; guiding and supervising junior staff; providing operational coordination for procurement projects; maintaining internal files for procurement activities; inspecting and receiving goods/services; processing contractor payments; and acting as a focal point for travel administration. The role demands a high level of organization, attention to detail, and the ability to work collaboratively with various stakeholders.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with additional qualifications in business administration or a related field considered advantageous. A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience with an Enterprise Resources Planning system, such as Umoja, is desirable, as is experience working with the United Nations or similar international organizations.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. Candidates with additional qualifications, such as a certificate or diploma in business administration or a related field, will be viewed favorably. This educational background is essential for understanding the administrative and financial processes that the Administrative Assistant will be involved in.

Experience:
The position requires a minimum of seven years of progressively responsible experience in relevant administrative roles. This experience should encompass various aspects of administrative services, including finance, accounting, and human resources. Candidates with a first-level university degree or higher may qualify with five years of relevant experience. Familiarity with Enterprise Resources Planning systems, particularly Umoja, is highly desirable, as is experience within the United Nations or similar international organizations, which would provide valuable context for the role.

Languages:
Proficiency in English and Portuguese is mandatory for this position, as these are the working languages of the United Nations Secretariat. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both languages, as outlined in the UN Language Framework. Knowledge of French is also beneficial and may enhance a candidate's profile, although it is not explicitly required for this position.

Additional Notes:
This position is temporarily available for a minimum of three months, with the possibility of extension depending on the availability of funds. The selection process may be limited to internal candidates, and applicants must be authorized to work for the United Nations in the duty station where the position is located. The role is subject to local recruitment, meaning that selected candidates will not be eligible for international allowances or benefits. The United Nations is committed to diversity and encourages female candidates to apply, aiming for a balanced representation in its workforce. The organization adheres to strict standards of integrity and efficiency in its recruitment processes, ensuring that all candidates are evaluated fairly and equitably.