Administrative Assistant

Job Posting Organization:
The position is located in the Regional Office for the Caribbean Community (CARICOM) Office of the High Commissioner for Human Rights in Nassau, the Bahamas. The organization is part of the United Nations system, which aims to promote and protect human rights globally. The UN was established in 1945 and operates in multiple countries around the world, with 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 functions and has a diverse workforce representing different nationalities and backgrounds.

Job Overview:
The Administrative Assistant plays a crucial role in supporting the Regional Representative and the Deputy Regional Representative in their administrative duties. This position involves a wide range of responsibilities, including human resources management, budget and finance oversight, general administration, and contract administration. The Administrative Assistant is expected to ensure that all administrative processes are carried out efficiently and in compliance with UN regulations. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of professionalism. The Administrative Assistant will also be responsible for maintaining accurate records and providing guidance to staff on administrative procedures, thereby contributing to the overall effectiveness of the office.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks, including but not limited to: providing direct assistance to the Regional Representative and Deputy Regional Representative; managing human resource activities such as recruitment, placement, and performance appraisal; maintaining administrative data and records; reviewing claims and entitlements; advising staff on administrative procedures; monitoring budget processes and expenditures; preparing financial reports; coordinating travel arrangements; drafting correspondence; maintaining organizational files; liaising with service units; assisting with data collection and analysis; and managing contracts with external service providers. The role also involves preparing statistical tables and reports, ensuring compliance with UN regulations, and supporting the organization of seminars and conferences.

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 five years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience in general office support is desirable. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations, as well as proficiency in database management and budget/work programme administration.

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 relevant experience from five to three. The educational background should ideally include coursework or training in administration, finance, human resources, or a related field, which would provide the necessary skills and knowledge for the role.

Experience:
The position requires a minimum of five years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. For candidates who possess a first-level university degree or higher, the required experience is reduced to three years. Experience in general office support or related areas is considered desirable, as it would enhance the candidate's ability to perform the duties of the Administrative Assistant effectively.

Languages:
English is the mandatory language for this position, with a required proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset. Candidates should refer to the UN Language Framework for detailed language proficiency requirements.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in the Bahamas. 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 is committed to creating a diverse and inclusive work environment and encourages female candidates to apply. The organization adheres to strict standards of efficiency, competence, and integrity in its recruitment process.