ADMINISTRATIVE ASSISTANT

Org. Setting and Reporting

This position is found in the Office of the High Commissioner for Human Rights (OHCHR), Thematic and Special Procedures Division (TSP), Rule of Law, Accountability and Civic Space Branch (RACS), under the Digital Tech and Human Rights Section (DTHR) based in Geneva, Switzerland. The Administrative Assistant reports to the Chief of the DTHR.

Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties: Human Resources Management

• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables in line with budget plans. Budget and Finance
• Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports. General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff and meeting participants.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files on SharePoint (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translation...