Administrative Associate GS6 -FTA with OHCHR-Doha/QATAR

23 سبتمبر، 2022

0 3 6 دقائق

الوصف الوظيفي

The UN Human Rights Training and Documentation Centre (UNTDC) was established by General Assembly Resolution 60/153 (2005) and is mandated to undertake training and documentation activities according to international human rights standards and to support such efforts within the region by Governments, UN agencies and programmes, national human rights institutions and non-governmental organizations. The Centre’s activities are also aimed at strengthening of national and regional institutions for the promotion and protection of human rights through capacity-building, public information and human rights education.

This requires the very best of us, world-class collaboration, innovative thinking and continuous learning.

We offer opportunities to make a lasting difference to the many communities across the world to whom we commit our support and expertise.Under the general supervision of the Head of the UN Documentation and Training Centre for South-West Asia and the Arab Region, the Administrative Associate will be responsible for providing administrative support services to the Centre, ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Administrative Associate promotes a client, quality and results-oriented approach.
Duties and Responsibilities

Position Summary and how it links to unit priorities

The Administrative Associate works in close collaboration with all staff in OHCHR and other UN agencies staff to ensure consistent service delivery. The key results have an impact on the execution of the Center’s mandate in terms of quality and accuracy of work completed.

Implementation of operational strategies;
Provision of efficient administrative and logistical support;
Provision of support on matters related to finance and human resources;
Provision of support to office maintenance and assets management;
Support to knowledge building

OHCHR | Centre for South-West Asia and the Arab Region

1.) Ensures implementation of operational strategies, focusing on achievement of the following results:
o Full compliance of administrative activities with both UN/OHCHR and UNDP rules, regulations, policies and strategies.
o Provision of inputs to preparation of administrative team results-oriented work plans.
o Assist with human resources activities (including recruitment, internships, staff entitlements, extension of appointment, PAS, attendance and leave records, separation of staff, renewal of various UN documents and others).
Assist with management material resources of the Centre.

2.) Provides administrative and logistical support, focusing on achievement of the following results:
o Write minutes of meetings and prepare briefing reports.
o Take dictation and transcribing, drafting routine and ad hoc correspondence in both English and Arabic.
o Receive, screen, log, route and respond to incoming correspondence.
o Maintain an up-to-date calendar of meetings and various office activities.
o Administrative support to organization of meetings, conferences, workshops, seminars by making preparatory arrangements for meetings, conferences, workshops and seminars.
o Receive visitors, answer telephone calls and make appointments for meetings.
o Organize and manage secretarial work (e.g. schedule, appointments, travel arrangements etc.) relating to the head of the Centre.
o Arrangement of travel for staff and experts/consultants (visa, ticket, hotel reservation, security clearance, travel authorization/travel, airport pickup, travel authorizations and claims).
o Maintenance of files (and necessary back-ups) in Administrative Unit.
o Supervise security and other service staff as assigned by the head of the Centre.
o Coordinate the activities of other administrative assistants in the Centre as per the requests of the head of the Centre and/or her/his designate.

3.) Provides support to office maintenance and assets/inventory management, focusing on achievement of the following results:
o Prepare requests for office equipment and supplies, maintain inventory lists and procedures, and ensure regular maintenance of office premises and equipment.
o Coordinate with various UN entities in carrying out administrative duties.
o Monitor budget expenditures and balances.
o Monitor and review incoming invoices, request corrections where necessary and initiate administrative action to settle them.
o Prepare account statements, together with lists of expenditures.
o Prepare budget estimates and follow-up on issuance of financial authorizations.
o Follow-up on common services charges and office occupancy matters
o Collection of information on assets management, maintenance of records and files on assets management.
o Maintenance of files and records relevant to office and vehicle(s) maintenance.

4.) Provides support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
o Participation in the training for the operations/projects staff on administration.
o Contributions to knowledge networks and communities of practice.
o Perform other official functions as per request.

Competencies

Core
Achieve Results:
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion
LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

People Management

• Motivate and Direct
• Build and Enabling Workplace
• Manage performance and Ensure Accountability

Cross-Functional & Technical competencies
Thematic Area

Business Direction & Strategy

Business Acumen

-Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
-Knowledge and understanding of the operational frameworks in the organization and ability to make good judgements and quick decisions within such frameworks.

Business Development

Human-centered Design

-Ability to develop solutions to problems by involving the human perspective in all steps of the problem-solving process

Business Management

Resource Management

-Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.

Business Management

Project Management

-Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Management

Communication

-Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Business Management

Operations Management

-Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner

Technical

Administration & Operations Documents and records management

– Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Required Skills and Experience
Education:

High School Diploma or the equivalent. A bachelor’s degree in administration or programme management or a related field is high desirable.

Experience:

6 years of relevant administrative experience associated with secondary education is required, or at least 3 years of relevant experience associated with university degree is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Experience in working with the UN system or similar international organizations or diplomatic circles is desirable.
Knowledge and skill requirements
Fluency in Arabic and English.
This vacancy is open for national citizens of the country and other nationalities.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

When you join OHCHR, you are joining a community that aims to elevate and empower every employee to grow professionally and personally.

OHCHR will support your efforts to build an enriching career journey through a multitude of opportunities for continuous learning and improvement, and to recognize and reward good work.

Disclaimer
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
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