Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Doha
Country: Qatar
Deadline Date: Not specified

Job Details

Job Posting Organization:
The job is located within the United Nations Analysis and Outreach Hub on Children and Armed Conflict in Doha, Qatar. This Hub represents the Office of the Special Representative of the Secretary-General for Children and Armed Conflict (OSRSG-CAAC). The OSRSG-CAAC's mandate and work are derived from General Assembly Resolution 51/77 and subsequent resolutions, as well as security" style="border-bottom: 1px dotted #007bff !important;">Security Council resolutions addressing issues related to children and armed conflict. The organization is committed to ensuring the protection and well-being of children affected by armed conflict and works collaboratively with various stakeholders to promote their rights and welfare.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operations of the Analysis and Outreach Hub. The position involves a variety of administrative functions, including budget management, general administration, and contract administration. The incumbent will be responsible for reviewing expenditures against the approved budget, preparing financial reports, managing petty cash, and ensuring compliance with financial procedures. Additionally, the Administrative Assistant will draft correspondence, maintain documentation, coordinate with government entities, and oversee vehicle usage for the Hub. The role requires a proactive approach to problem-solving and the ability to work collaboratively with colleagues and external partners to achieve organizational goals.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a comprehensive set of duties, including:

• Budget and Finance: Reviewing expenditure statuses, ensuring requisitions are accurate, assisting in budget preparation, preparing financial reports, managing petty cash, and tracking expenses.
• General Administration: Drafting routine correspondence, maintaining files, coordinating with internal and external stakeholders, overseeing vehicle usage, and organizing administrative arrangements for events.
• Contract Administration: Assisting with the administration of contracts, auditing invoices, and processing payments.
• Additional administrative duties as required, including monitoring accounts, planning physical space, and identifying technology needs.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A strong background in administrative services, finance, accounting, or human resources is essential. The ability to apply knowledge of United Nations administrative and financial regulations is crucial. Candidates should demonstrate professionalism, teamwork, and effective planning and organizing skills. The role requires a commitment to gender equality and the ability to work collaboratively in a diverse environment.

Educational Background:
A high school diploma or equivalent is required for this position. While no specific job-related qualifications are mentioned, candidates with additional certifications or training in administrative services, finance, or related fields may be preferred.

Experience:
Candidates must have a minimum of five years of experience in administrative services, finance, accounting, audit, human resources, or a related area. Experience in planning and organizing special events is required, along with desirable experience in managing websites or social media. Additionally, experience working with intergovernmental organizations, government entities, and NGOs is beneficial, particularly in relation to the United Nations or similar organizations.

Languages:
Fluency in English and Arabic is required for this position, as these are the working languages of the United Nations Secretariat. Knowledge of another official United Nations language is considered desirable, enhancing the candidate's ability to communicate effectively in a multilingual environment.

Additional Notes:
The appointment is for an initial period of one year, with the possibility of extension based on performance and organizational needs. This position is subject to local recruitment, meaning that applicants must be authorized to work in Qatar. Those selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for international recruitment benefits. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices and is committed to creating a respectful work environment. Candidates will be evaluated based on their qualifications and adherence to the highest standards of efficiency and integrity.