Administrative Assistant (Finance)

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 and regions in their efforts to improve human rights conditions. The organization operates in multiple countries, focusing on various human rights issues, and employs a diverse workforce dedicated to advancing human rights for all. The OHCHR is committed to fostering an inclusive environment and ensuring that all individuals, regardless of their background, have access to their rights and freedoms.

Job Overview:
The Administrative Assistant (Finance) position is crucial for the effective functioning of the OHCHR's operations in Baku, Azerbaijan. The incumbent will be responsible for a wide range of administrative and financial tasks, ensuring that the office's budget and financial activities are managed efficiently. This role requires close collaboration with both local and international teams, as the incumbent will report directly to the National Human Rights Officer and work under the supervision of the Senior Human Rights Advisor based in Tbilisi, Georgia. The position demands a high level of professionalism and the ability to handle sensitive financial information while maintaining confidentiality. The Administrative Assistant will play a key role in supporting the office's financial planning and reporting processes, contributing to the overall mission of promoting human rights in the region.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant (Finance) include monitoring the status of expenditures and allotments, consolidating data for budget reviews, and ensuring that requisitions for goods and services are processed correctly. The incumbent will perform financial actions such as creating and processing shopping cards, purchase orders, and payment requests. Additionally, the role involves collecting and verifying financial information from vendors, assisting in budget performance submissions, and preparing statistical tables and financial reports. The Administrative Assistant will also handle general administrative tasks, including preparing travel arrangements for staff, maintaining files of administrative documentation, and coordinating with service units. Contract administration is another key responsibility, which includes auditing contractor invoices, processing payments, and managing UN forms and permissions for staff. Overall, the position requires a proactive approach to managing both financial and administrative functions within the office.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree can reduce the required work experience from five years to three years. The role requires a minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience within the United Nations Common system or a similar international organization is desirable, as is familiarity with an Enterprise Resource Planning (ERP) system such as Umoja. The position demands strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree will be given preference, as this qualification reduces the required years of relevant experience. The educational background should ideally include coursework or training in finance, administration, or a related field, which would provide the necessary skills for managing financial and administrative tasks effectively.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. However, candidates who hold a first-level university degree can qualify with only three years of experience. Experience working within the United Nations system or a similar international organization is highly desirable, as it demonstrates familiarity with the specific administrative and financial processes used in such environments. Additionally, experience with ERP systems like Umoja is considered an asset, as it indicates proficiency in managing financial data and processes.

Languages:
For this position, proficiency in English and Azerbaijani is required, as these are the working languages of the United Nations Secretariat. Candidates must demonstrate a minimum level of proficiency in both languages according to the UN Language Framework, which includes reading, writing, listening, and speaking skills. While English is essential for communication within the UN, knowledge of French is also beneficial, as it is one of the official working languages of the organization. Candidates should be able to effectively communicate in both languages to fulfill the requirements of the role.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Azerbaijan. 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 that are exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its workforce, and all employment decisions are made based on qualifications and organizational needs. The organization is committed to creating a respectful and inclusive environment for all employees.