Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Geneve
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 the Syrian Arab Republic, aiming to provide support and solutions for families affected by this crisis. The IIMP operates with a commitment to uphold human rights and humanitarian principles, working collaboratively with various stakeholders to ensure accountability and justice for the missing and their families. The organization is based in Geneva, Switzerland, and is part of the broader United Nations system, which emphasizes the importance of international cooperation and the rule of law in addressing complex humanitarian issues. The IIMP is dedicated to fostering a diverse and inclusive work environment, reflecting the values and principles of the United Nations.

Job Overview:
The Administrative Assistant plays a crucial role within the Administration Service Section of the IIMP, providing essential support to the Administrative Officer and other team members. This position involves a wide range of administrative functions, including drafting correspondence, coordinating with various service units, and managing logistical arrangements for meetings and events. The Administrative Assistant is expected to engage with internal and external stakeholders, ensuring effective communication and collaboration. The role requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently. The incumbent will also assist in data collection and analysis, contributing to the preparation of reports and presentations that support decision-making processes. Overall, the Administrative Assistant is integral to the smooth operation of the organization, ensuring that administrative processes are carried out effectively and in accordance with UN rules and regulations.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to: drafting routine correspondence to respond to inquiries regarding administrative, financial, and personnel matters; coordinating extensively with service units and liaising with internal team members; performing various administrative duties such as monitoring accounts and payments to vendors; assisting with operational travel programs; guiding and supervising junior staff; collecting and analyzing data for reports; coordinating large meetings, workshops, and events; managing logistical arrangements for travel; assisting with contract administration, including auditing invoices and processing payments; preparing financial reports and budget submissions; supporting human resource activities such as recruitment and performance appraisal; and ensuring compliance with UN rules and procedures 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 years of experience. The position requires a minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may qualify with five years of relevant experience. Experience in organizing large meetings and workshops, as well as engaging with participants for travel arrangements, is essential. Familiarity with Enterprise Resource Planning (ERP) systems, such as UMOJA, is desirable but not mandatory.

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 encouraged to apply, as this may enhance their eligibility and reduce the required years of experience.

Experience:
The Administrative Assistant position requires a minimum of seven years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related field. 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 managing travel arrangements for participants, is a critical aspect of the role. Familiarity with ERP systems, particularly UMOJA, is considered an asset, although not mandatory.

Languages:
Fluency in both oral and written English is required for this position. Additionally, fluency in oral and written Arabic is also required, reflecting the organization's focus on the Syrian context and the need for effective communication with diverse stakeholders. Proficiency in other languages may be considered an advantage but is not mandatory.

Additional Notes:
The position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Geneva, Switzerland. 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. An impeccable record of integrity and professional ethical standards is essential for this role. The United Nations is committed to creating a diverse and inclusive work environment, and all employment decisions are made based on qualifications and organizational needs. The organization emphasizes the importance of gender equality and the equal participation of women and men in all aspects of work. The recruitment process does not involve any fees, and candidates are urged to provide accurate information in their applications.