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 was established to address the issues surrounding children affected by armed conflict, deriving its mandate from General Assembly Resolution 51/77 and subsequent resolutions. The organization aims to promote the protection of children in conflict situations and to advocate for their rights and well-being. The Hub operates within the framework of the United Nations, which has a global presence and a mission to maintain international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promote sustainable development, and uphold human rights. The UN employs a diverse workforce and operates in numerous countries worldwide, focusing on various humanitarian and developmental issues.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the operations of the Analysis and Outreach Hub. This position involves a variety of administrative functions, including budget management, financial reporting, and general office administration. The incumbent will be responsible for reviewing expenditures against the approved budget, preparing financial reports, and managing petty cash. Additionally, the role requires drafting correspondence, maintaining documentation, and coordinating with various stakeholders, including government entities and internal team members. The Administrative Assistant will also assist in the administration of contracts with external service providers, ensuring compliance with UN regulations and procedures. This position is essential for the smooth functioning of the Hub and requires a proactive approach to problem-solving and organizational skills.

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

• Budget and Finance: Review the status of expenditures and compare them with the approved budget; review requisitions for goods and services; assist in budget performance submissions; prepare financial reports; manage petty cash and ensure proper documentation.
• General Administration: Draft routine correspondence; maintain files of rules and regulations; coordinate with OSRSG-CAAC and liaise with internal team members; communicate with government entities for office-related needs; oversee vehicle usage and maintenance; organize administrative arrangements for events.
• Contract Administration: Assist with the administration of contracts with external contractors; audit invoices against services provided; process payments and monitor contractor payments.
• Other related administrative duties as required, including operational travel programs, monitoring accounts, and identifying office 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 role requires proficiency in various administrative functions and the ability to apply UN rules and regulations effectively. Candidates should demonstrate professionalism, teamwork, and strong planning and organizational skills. The ability to work collaboratively and communicate effectively with diverse stakeholders is crucial for success in this position.

Educational Background:
A high school diploma or equivalent is required for this position. While specific job-related qualifications are not detailed, candidates should have a solid understanding of administrative processes and financial management principles as they relate to the functions of the United Nations.

Experience:
Candidates must have at least 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 experience in managing and updating websites or social media. Desirable experience includes one year or more in data analytics or related fields, as well as experience working with intergovernmental organizations, government entities, and NGOs.

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 UN language is desirable, which may enhance communication and collaboration within the organization.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work in Qatar. The appointment is for an initial period of one year, with the possibility of extension based on performance and organizational needs. 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. The United Nations emphasizes the importance of diversity and inclusion in its workforce and adheres to strict standards of integrity and professionalism in its hiring practices.