Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Geneva
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The Independent Institution on Missing Persons in the Syrian Arab Republic (IIMP) was established by the General Assembly in its resolution 77/301, adopted on 29 June 202

• The organization focuses on addressing the issue of missing persons in Syria, aiming to provide support and assistance in the identification and documentation of missing individuals. The IIMP operates within the framework of the United Nations and collaborates with various stakeholders to promote accountability and justice for the families of the missing. The organization is based in Geneva, Switzerland, and is committed to upholding the highest standards of efficiency, competence, and integrity in its operations.

Job Overview:
The Administrative Assistant plays a crucial role within the Administration Service Section of the IIMP. This position involves a wide range of administrative tasks that support the overall functioning of the organization. The incumbent will be responsible for drafting routine correspondence, coordinating with various service units, and liaising with internal team members both at Headquarters and in the field. The role requires a proactive approach to managing operational travel programs, monitoring accounts, and ensuring timely payments to vendors and contractors. Additionally, the Administrative Assistant will assist in organizing large meetings, workshops, and events, ensuring that all logistical arrangements are handled efficiently. The position demands strong organizational skills, attention to detail, and the ability to work collaboratively with diverse teams.

Duties and Responsibilities:
The Administrative Assistant will be responsible for the following duties:

• General Administration: Draft routine correspondence, respond to inquiries regarding administrative, financial audit, and personnel matters. Coordinate extensively with service units and liaise with internal team members. Perform related administrative duties such as operational travel programs, monitoring accounts, and payment processing. Guide and supervise junior General Service staff. Assist in data collection, analysis, and preparation of presentations and reports. Update information materials such as web pages or brochures. Organize large meetings, workshops, and events, managing participant lists and logistical arrangements. Ensure seamless travel arrangements for meeting participants.
• Contract Administration: Assist with the administration of contracts between the UN and external contractors. Audit contractors' invoices and process payments. Prepare and process UN forms and permissions for staff.
• Budget and Finance: Assist in preparing financial and human resource proposals. Monitor expenditures and prepare budget performance reports. Customize financial reports from UMOJA system.
• Human Resources Management: Support the administration of human resource activities, ensuring consistency in the application of UN rules and procedures.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience in organizing large meetings and workshops, as well as arranging travel for participants, is essential. Familiarity with Enterprise Resource Planning (ERP) systems, such as UMOJA, is desirable.

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 have a reduced experience requirement, highlighting the importance of educational qualifications in this 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. This requirement is reduced to five years for candidates who possess a first-level university degree or higher. Experience in organizing large meetings and workshops, as well as engaging and arranging travel for participants, is crucial for success in this role. Familiarity with ERP systems, particularly UMOJA, is considered an asset.

Languages:
Fluency in oral and written English is mandatory. Additionally, fluency in oral and written Arabic is required, reflecting the organization's focus on the Syrian context and the need for effective communication with diverse stakeholders.

Additional Notes:
The appointment is subject to the availability of the post or funds, budgetary approval, or extension of the mandate. This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Geneva. Eligible applicants selected from outside the duty station are responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. An impeccable record for integrity and professional ethical standards is essential. The United Nations is committed to creating a diverse and inclusive environment, and all employment decisions are made based on qualifications and organizational needs.