Background

Under the general supervision of the Regional Representative of the Office of the High Commissioner for Human Rights, Regional Office - Beirut (or his designee) and the direct supervision of the Coordinator of OHCHR Project/KSA, the incumbent will be responsible for providing administrative support services to the office of the High Commissioner in Riyadh, ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

Duties and Responsibilities

The Administrative Assistant works in coordination with the Administrative Staff at OHCHR Regional Office in Beirut, and close collaboration with other staff in OHCHR and other UN agencies to carry out the following functions:

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;

 BUDGET AND FINANCE

• Monitors status of expenditures and allotments, records variations, and 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;
• 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, 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 translations.

 CONTRACT ADMINISTRATION

• 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.

Competencies

• Professionalism - Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• Teamwork - Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and Organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Required Skills and Experience

• Experience: A minimum of 5 years of relevant administrative support experience plus usage of computers and office software packages (MS Word, Excel, etc.).
• Education: High school diploma or equivalent
• Languages: fluency in English and Arabic is required
• Other skills: Knowledge of United Nations and UNDP policies, processes and procedures is highly desirable

Required documents:

1. Cover letter;
2. Proof of required academic credentials (for external applicants);
3. Employment verification letter from most recent employer (for external applicants);
4. Last two completed performance appraisal or two reference letters for external applicants.