Administrative Assistant; Tjo

Position: ADMINISTRATIVE ASSISTANT (TJO)
Location: Damascus

Org. Setting and reporting

This position is located in the office of the high commissioner for human rights (ohchr), country office in syria, damascus, syria. The incumbent will report to the syria representative or his/her designee.

Responsibilities

Within delegated authority, the administrative assistant will be responsible for the following duties: human resources management
• initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of un rules and procedures.
• responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the staff rules and regulations.
• oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• monitors staffing table and prepare relevant statistical data/charts. Budget and finance
• assists in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to headquarters' budget, trust funds, grants and procurement.
• monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• assists managers in the elaboration of resource requirements for budget submissions.
• assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures
• prepares or customizes financial reports.
• co-ordinates with other finance and budget staff on related issues during preparation of budget reports. General administration
• drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• 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 seminars, conferences and translations).
• guide, train, and supervise the work of more junior general service staff. Contract administration
• assists with day-to-day administration of contracts between the un and external contractors for outsourced services and supervise the work of workers from outsourced companies such as cleaners, security guards, etc..
• 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.
• communication: speaks and writes…