Administrative Assistant

Job Posting Organization:
The Office of the High Commissioner for Human Rights (OHCHR) is a part of the United Nations system, established to promote and protect human rights globally. The OHCHR works to ensure that the rights of individuals are upheld and that governments are held accountable for their actions. The organization operates in various countries, providing support and guidance to local governments and civil society organizations. The OHCHR is committed to fostering a culture of respect for human rights and aims to empower individuals to claim their rights. The organization employs a diverse workforce and is dedicated to promoting gender equality and inclusivity in its operations.

Job Overview:
The Administrative Assistant position at the OHCHR in Pemba, Mozambique, is a critical role that involves a wide range of administrative functions. The individual in this position will report directly to the Head of Office or their designee and will be responsible for managing human resources activities, budget and finance tasks, general administration, contract administration, and travel administration. The role requires a proactive approach to ensure that all administrative processes are executed efficiently and in compliance with UN rules and regulations. The Administrative Assistant will play a key role in supporting the office's operations and ensuring that the team can focus on its core mission of promoting and protecting human rights. This position is ideal for someone who is organized, detail-oriented, and has a strong understanding of administrative processes within an international context.

Duties and Responsibilities:
The Administrative Assistant will undertake a variety of duties, including but not limited to: initiating, reviewing, processing, and following up on human resource activities such as recruitment, relocation, and training; monitoring staffing tables and preparing statistical data; assisting in budget preparation and tracking expenditures; drafting routine correspondence; coordinating with service units and internal team members; performing general administrative duties such as scanning, copying, and organizing events; acting as a petty cash custodian; guiding and supervising junior staff; providing operational coordination for procurement projects; maintaining internal files for procurement activities; inspecting and receiving goods/services; processing contractor payments; and acting as a focal point for travel administration. This comprehensive set of responsibilities requires a high level of professionalism and the ability to manage multiple tasks simultaneously.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with additional qualifications in business administration or a related field considered advantageous. The role requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement is reduced to five years for candidates with a first-level university degree or higher. Experience with an Enterprise Resources Planning system, such as Umoja, is desirable, as is experience working with the United Nations or similar international organizations.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with additional qualifications, such as a certificate or diploma in business administration or a related field, will be viewed favorably. This educational background is essential for understanding the administrative processes and functions required in this role.

Experience:
The position requires a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience with an Enterprise Resources Planning system, such as Umoja or similar, is highly desirable, as is experience working within the United Nations or similar international organizations.

Languages:
Fluency in English (both oral and written) is required for this position, as English is one of the working languages of the United Nations Secretariat. Additionally, fluency in Portuguese is also required, given the location of the position in Mozambique. Knowledge of French is considered an asset, as it is another working language of the UN.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Mozambique. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits that are exclusive to international recruitment. The appointment is subject to the availability of funds and the extension of the mandate. The United Nations is committed to creating a diverse and inclusive environment and encourages female candidates to apply. The organization adheres to strict standards of efficiency, competence, and integrity in its recruitment process.