Administrative Assistant

Volunteering Admin Finance & Economy

Overview

Support administration of local and regional activities for ROMENA

You have:

• At least 10 years of professional work experience in administrative services, finance, or other relevant programmes; experience with budgetary system and UN financial reporting is an asset.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners.
• Proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management and office technology equipment.
• Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines.
• Have affinity with or interest in human rights and volunteerism as a mechanism for durable development, and the UN System.
• Experience working in financial system and inventory.

Contract

This is a UNV National Expert contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Expert contracts.

The Regional Office for Middle East and North Africa (ROMENA) of the Office of the United Nations High Commissioner for Human Rights (OHCHR) is located in Beirut, Lebanon, and covers the following ten countries: Algeria, Bahrain, Jordan, Kuwait, Lebanon, Morocco, Oman, Qatar, Saudi Arabia, and United Arab Emirates. ROMENA also engages in a range of activities with a wider regional focus, involving representatives of governments, judiciaries, national human rights institutions, and civil society from across the MENA region, including the 22 members of the League of Arab States. ROMENA contributes to the fulfilment of OHCHR’s mandate in the MENA region in coordination with other OHCHR field presences, OHCHR HQ in Geneva and the OHCHR New York Office.

This position is located in the Regional Office for the Middle East and North Africa (ROMENA) of the Office of the High Commissioner for Human Rights (OHCHR), which is part of the United Nations Secretariat and is mandated to promote and protect all human rights established in the UN Charter and in international human rights laws and treaties. The incumbent will support ROMENA’s administration in planning and organizing local and regional activities, in doing procurement requests, in contacting external partners, in collecting invoices and working in budget and finance. The incumbent will also be responsible of the office inventory.

Within the delegated authority and under the supervision of Senior Administrative Assistant or his/her designated mandated representative(s), and under the direct supervision of the Senior Administrative Assistant, the UNV Administrative Assistant will:

• General Administration: • Draft routine correspondence • Maintain files of rules, regulations, administrative instructions and other related documentation • Maintain up-to-date work unit files (both paper and electronic) • Coordinate extensively with programme units and liaise frequently with internal team members in the field and at headquarters and ESCWA. • Budget and Finance • Assist in the preparation and planning of the yearly budget • Assist in the Mid-Year review and End of Year reports. • Review status of relevant expenditures and compares with approved budget • Review requisitions for goods and services to ensure that correct objects of expenditure have been charged and availability of funds • Assist in the preparation of budget performance submissions • Prepare financial report of implemented activities • Organize webinars using Webex

• Contract Administration • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services • Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN • Process the payment of contractor invoices and monitor payments • Assist in updating office assets lists in the system, and the office library. • Participate in the implementation of the Regional Office work plan and assist the office in planning and organization all its activities; • Provide logistical and organizational support for trainings, workshops and conferences; including drafting invitation letters, coordination with external trainers/speakers, drafting of financial reports, contacting the participants to provide documents;
• Prepares, based on official UN documentation and other sources, initial drafts of information products, articles or chapters for inclusion in the Office’s communication material, periodicals and reports. • Any other related tasks as may be required or assigned by the supervisor.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

• At least 10 years of professional work experience, at the national and/or international level, in administrative services, finance, or other relevant programmes; experience with budgetary system and UN financial reporting is an asset, as is experience working in the UN or other international development organization; • Experience working with clients and in team, to meet tight deadlines. • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness; • Have affinity with or interest in human rights and volunteerism as a mechanism for durable development, and the UN System. • Experience working in financial system and inventory

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This position is based in Beirut/Lebanon. National UN Volunteers are part of the malicious insurance plan. National UN Volunteers are expected to be culturally sensitive and adjust to the prevailing culture and traditions.

• Monthly Volunteer Living Allowance (VLA) equivalent to USD1,606.58 • Monthly Expertise Differential equivalent to USD 642.63 • Annual and learning leaves • Medical and life Insurance • Free access to different learning platforms.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org