Administrative Assistant

Job Posting Organization:
The position is located in the Office of the United Nations High Commissioner for Human Rights, Regional Office for the Middle East and North Africa (ROMENA), which operates under the United Nations framework. The UN aims to promote and protect human rights globally, and this office specifically focuses on the Middle East and North Africa region. The UN was established in 1945 and has a mission to maintain international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promote sustainable development, and uphold human rights. The organization employs thousands of staff members across various countries, working collaboratively to address global challenges.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operations of the Regional Office for the Middle East and North Africa. This position involves a variety of administrative functions, including travel coordination, budget monitoring, and general administrative support. The successful candidate will be responsible for ensuring that travel arrangements for meeting participants are efficiently coordinated, and that all relevant policies and procedures are adhered to. The role also includes maintaining accurate records of expenditures, assisting in the preparation of administrative documents, and liaising with various internal and external stakeholders. The Administrative Assistant will be expected to demonstrate professionalism, teamwork, and effective planning and organizing skills to contribute to the overall success of the office's operations.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: coordinating travel arrangements for meeting participants, monitoring refunds, providing support on travel-related issues, calculating airfares, creating travel authorizations, and liaising with travel agencies. Additionally, the role involves monitoring budget expenditures, reviewing requisitions for goods and services, preparing administrative arrangements for staff travel, drafting correspondence, maintaining up-to-date work unit files, and assisting in the organization of seminars and conferences. The Administrative Assistant will also be involved in contract administration, auditing contractor invoices, processing payments, and preparing necessary UN forms and permissions for staff. The position requires a proactive approach to problem-solving and the ability to work collaboratively with colleagues and service units.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher can reduce the required work experience from five years to three years. The position requires at least five years of experience in administrative services, finance, accounting, audit, procurement, or human resources. Proficiency in Microsoft Office applications and experience with Enterprise Resource Planning (ERP) systems such as Umoja are mandatory. Familiarity with procurement procedures within the UN Common System or similar organizations is desirable, as is experience in drafting social media content.

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 work experience needed for the role.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, procurement, human resources, or a related area. Candidates with a first-level university degree or higher may qualify with only three years of experience. Experience in planning and organizing regional activities is essential, along with proficiency in using Microsoft Office and ERP systems like Umoja. Desirable experience includes protocol, consular, and visa services coordination, as well as familiarity with UN procurement procedures.

Languages:
For this position, proficiency in English and Arabic is required, with a desirable knowledge of French. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking for each language according to the UN Language Framework. English and Arabic are the working languages of the United Nations Secretariat, while French is considered an asset.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Lebanon. The appointment may be extended based on the availability of funds and the extension of the mandate. 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 is committed to diversity and inclusion, and reasonable accommodations may be provided for applicants with disabilities. The recruitment process will adhere to the highest standards of efficiency, competence, and integrity, with a focus on geographic diversity.