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 human rights are respected and upheld in all countries, providing support to governments and civil society in their efforts to promote human rights. The organization operates in various countries, including conflict zones, and employs a diverse workforce dedicated to the mission of human rights advocacy and protection.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the OHCHR's Country Office in Syria. The incumbent will be responsible for a wide range of administrative tasks that support the office's human resources management, budget and finance, general administration, and contract administration. This role requires a proactive approach to managing human resources activities, ensuring compliance with UN rules and procedures, and providing essential support to the Syria Representative and other team members. The Administrative Assistant will play a key role in maintaining the office's operational efficiency and will be expected to handle sensitive information with discretion and professionalism. The position demands strong organizational skills, attention to detail, and the ability to work collaboratively in a multicultural environment.

Duties and Responsibilities:
The Administrative Assistant will undertake various duties, including but not limited to: initiating and processing human resource activities such as recruitment, placement, and performance appraisals; responding to staff inquiries regarding administrative procedures and entitlements; maintaining vacancy announcement files; monitoring staffing tables and preparing statistical data; assisting in budget preparation and financial reporting; drafting routine correspondence; coordinating with service units and internal team members; managing contracts with external service providers; auditing contractor invoices; and supervising junior staff. The role also involves preparing financial reports, monitoring expenditures, and ensuring compliance with UN regulations in all administrative functions.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is preferred and may reduce the required work experience. The position requires at least seven years of experience in accounting, finance, or a related area, with a minimum of five years for candidates with a relevant degree. Experience with ERP systems such as Umoja and Business Intelligence is desirable. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations, as well as proficiency in various administrative functions.

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 are preferred, as this may reduce the required years of relevant experience. The educational background should ideally include coursework or training in administration, finance, or human resources management, which would provide a solid foundation for the responsibilities of the role.

Experience:
The position requires a minimum of seven years of relevant work experience in accounting, finance, or a related field. For candidates with a first-level university degree or higher, the required experience is reduced to five years. Additionally, at least two years of experience with an ERP system such as Umoja and Business Intelligence is considered desirable. Candidates should have a proven track record of managing administrative functions effectively and efficiently, demonstrating the ability to handle complex tasks and meet deadlines in a fast-paced environment.

Languages:
English and Arabic are required for this position, with proficiency at UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while not mandatory, proficiency in French may be considered an asset. Candidates must demonstrate effective communication skills in both English and Arabic, as these languages are essential for daily operations and interactions within the office and with external stakeholders.

Additional Notes:
This position is temporarily available for six months, subject to the availability of funds. It is a local recruitment position, meaning applicants must be authorized to work in Syria. Selected candidates 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 position may involve a temporary assignment for current UN staff members, and it does not guarantee future employment in the same role. The United Nations is committed to diversity and inclusion, and reasonable accommodations may be provided for applicants with disabilities during the recruitment process.