Administrative Assistant

Job Posting Organization:
The position is located in the United Nations Office of the High Commissioner for Human Rights (OHCHR) in Chisinau, Moldova. The OHCHR is dedicated to promoting and protecting human rights globally, ensuring that the fundamental freedoms and rights of individuals are upheld. Established in 1993, the OHCHR operates in numerous countries, working with various stakeholders to address human rights violations and promote justice and accountability. The organization employs a diverse workforce committed to the principles of the United Nations, including equality, respect, and integrity.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Finance and Administration Officer by managing various administrative functions within the OHCHR. This position requires a proactive individual who can handle human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will be responsible for initiating and processing human resource activities, responding to inquiries from non-staff and consultants, overseeing vacancy announcements, and monitoring staffing tables. Additionally, the role involves assisting in budget preparation, monitoring expenditures, drafting correspondence, and coordinating events and workshops. The ideal candidate will demonstrate professionalism, planning, and organizational skills, ensuring that all administrative tasks are completed efficiently and effectively.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including:

• Human Resources Management: Initiating and processing recruitment actions, providing information to non-staff and consultants, maintaining vacancy files, and monitoring staffing tables.
• Budget and Finance: Assisting in budget preparation, monitoring expenditures, preparing financial reports, and coordinating with finance staff.
• General Administration: Drafting correspondence, coordinating with service units, managing events and workshops, and ensuring compliance with UN rules and procedures.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, processing payments, and managing access permissions for staff.
• Data Collection and Analysis: Supporting data collection and analysis for reporting and decision-making purposes.
• Training and Guidance: Providing guidance and training to junior staff as needed.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred and can reduce the required work experience. The position requires a minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may qualify with five years of relevant experience. Experience with Enterprise Resource Planning (ERP) systems such as Umoja is desirable, particularly for at least one year.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will be given preference, as this can reduce the required years of experience needed for the role.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. For candidates with a first-level university degree or higher, the required experience is reduced to five years. Additionally, at least one year of experience working with ERP systems like Umoja is desirable, which indicates a familiarity with integrated management systems used in large organizations.

Languages:
English and French are the working languages of the United Nations Secretariat, with English being mandatory for this position. Candidates must demonstrate proficiency in English at UN Level III for reading, writing, listening, and speaking. Additionally, proficiency in Russian and Romanian is required, with the same level of proficiency expected. Desirable languages include Bulgarian, Romany, and Ukrainian, which are also assessed at UN Level II or III depending on the skill.

Additional Notes:
The position is subject to local recruitment, meaning that applicants must be authorized to work in Moldova. The appointment is fixed-term and contingent upon the continued existence of the mandate and availability of funding. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees.