Administrative Assistant, FS5

The Administrative Assistant supports the Office of the Director of Mission Support at the United Nations Support Office in Haiti (UNSOH). The role involves coordinating human resources, budget and finance activities, general administration, and providing support to senior officials in a complex post-conflict environment.

Responsibilities

• Coordinate human resource activities including recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, and training.
• Oversee maintenance of vacancy announcement files and track status of vacancy announcements.
• Coordinate preparation of language tests, promotion and review panels, and processing of staff personal evaluation reports.
• Advise staff on visa matters and relevant rules and regulations; coordinate induction and orientation of new staff members.
• Provide advice on classification procedures and conditions of service, duties, responsibilities, privileges and entitlements under Staff Rules and Regulations.
• Monitor staffing tables for appointments, retirements, reassignments, transfers and movement of staff.
• Assist in preparation and development of unit’s work programme and budget; monitor budgets, trust funds, grants and other funds; suggest and implement reallocations.
• Collect data and prepare customized financial reports; assist in review and preparation of medium-term plans and budget proposals.
• Monitor budget implementation and expenditures; review and verify availability of funds for requisitions; monitor extra-budgetary resources and compliance.
• Assist in preparation of year-end budget performance reports and analyze variances between approved budgets and actual expenditures.
• Manage Director of Mission Support’s calendar, appointments, meetings, and official correspondence.
• Coordinate high-level visits, protocol arrangements, and interactions with government officials, UN agencies, donors, and other stakeholders.
• Organize mission travel, visas, security clearances, logistics, and briefing materials.
• Prepare, draft, format, and track correspondence, reports, speeches, presentations, and meeting notes.
• Ensure smooth administrative operations within the Office of the DMS; liaise with HR, finance, procurement, and other support units.
• Coordinate with Mission Support Sections to consolidate, review, and facilitate requests requiring DMS attention or approval.
• Monitor and follow up on requests from Mission Support Sections addressed to the DMS, ensuring timely coordination and communication.
• Maintain confidential records and handle sensitive information with discretion.
• Coordinate provision of guidance, training and supervision to other staff in area of responsibility.
• Assist in drafting host country agreements, budget agreements, and contributions for grants or other activities.
• Identify and resolve diverse issues and problems as they arise.
• Coordinate extensively with service units and liaise frequently with internal team members at Headquarters and in the field mission.
• Perform other related administrative duties as required, including operational travel program, monitoring accounts and payments, physical space planning, office technology needs, and organizing seminars, conferences and translations.

Requirements

• High school diploma or equivalent is required.
• Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
• At least 8 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which 3 years should have been at a supervisory level is required.
• Previous experience working in the front office of a senior United Nations official is required.
• UN field mission experience or other UN Agencies or international field experience is required.
• Experience in international operations in a post-conflict environment is desirable.
• English and French are required at UN Level III for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance Management
• Human Resources Management
• Accounting
• Audit
• Supervision Experience
• Front office support
• UN Field Office Experience
• International Operations Coordination
• Post Conflict Environment
• Budget Management
• Office Management

Languages

English, French