Administrative Assistant

The Administrative Assistant provides direct assistance to the Regional Representative and Deputy Regional Representative at the Regional Office for the Caribbean Community (CARICOM) Office of the High Commissioner for Human Rights in Nassau, Bahamas. The role involves managing human resources activities, budget and finance support, general administration, contract administration, and coordination with internal and external stakeholders.

Responsibilities

• Provides direct assistance to the Regional Representative and the Deputy Regional Representative.
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, 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.
• Monitors processes and schedules related to the Unit’s outputs, products and tasks.
• 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 correct objects of expenditure have been charged and availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (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, 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 translations.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Assists 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.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Requirements

• High school diploma or equivalent.
• A minimum of five (5) years of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• Experience in general office support or related area is desirable.
• English is required at UN Level III for reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance Support
• Accounting
• Audit
• Human Resources Management
• Office Support
• Budget Management
• Contract Administration
• Stakeholder Coordination

Languages

English