Administrative Assistant

Contract

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

The Regional Office for Middle East and North Africa (ROMENA) of the Office of the United Nations High Commissioner for Human Rights (OHCHR) 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 UN Volunteer will support ROMENA’s Public Information Officer (PIO) in public outreach and advocacy activities, including messaging and speeches, and social media. Within ROMENA, the UN Volunteer will assist in coordinating public communication efforts and brokering new partnerships for innovative advocacy opportunities. He/she will support ROMENA PIO in developing media campaigns for the promotion and protection of human rights in the MENA region.

The UN Volunteer will also be part of the Administrative section. He/she will be supporting the Administration by assisting 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.

Within the delegated authority and under the supervision of the Public Information Officer 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 Budget and Finance: • 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 Contract Administration: • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services • Audit 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 Other: • 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
• Post on social media, assist in the organization of events or media campaigns • Support in the production of information communications products (e.g. press kits, press releases, feature articles, speeches, booklets, brochures, backgrounders, audio-visual materials, radio spot programmes, etc.) • Prepare, 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 • Support the maintenance of key information products such as social media, website, contact lists and their distribution; • Support the Public Information Officer maintaining operational relationships with key constituencies • Act as focal point on specific issues, monitoring and reporting on developments, responding to inquiries, etc. • Contribute to the implementation of ROMENA Youth Program and participate in designing a plan for future activities • Support the youth team in promoting youth participation in public affairs and enhance activism of young Civil Society Organizations (CSOs) and human rights defenders • Any other related tasks as may be required or assigned by the supervisor.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication: proven interpersonal skills; good spoken and written communication skills • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions • Genuine commitment towards the principles of voluntary engagement

administrative services, finance, accounting, audit, human resources or related area is required; experience with the UN’s administrative system, budgetary system and financial reporting is a significant asset; • 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; experience with Inspira and Umoja is an asset; • Have affinity with or interest in human rights and volunteerism, and the UN System; • Experience in the field of public information or communications in a professional biodiversity or environmental context is desirable; • Experience in the field of administration or communications in an intergovernmental context is desirable; • Excellent oral and written skills; excellent drafting, formulation, reporting skills; translation; • 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.

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 duty station, 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.