Org. Setting and ReportingThis position is located in United Nations Office of the Hight Commissioner for Human Rights (OHCHR) based in Chisinau, Moldova. The Administrative Assistant will report to the Finance and Administration Officer. ResponsibilitiesWithin 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 office’s human resource activities, i.e. recruitment of non-staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of non-staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Responds to enquiries and provides information and advice to non-staff and consultants regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Inspira. • 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 financial reports from Umoja system generated 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; grant management; 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; management of inventory within the Moldova team). • Manages the organization of events, workshops, roundtables, and field visits, including the preparation and dissemination of information, logistical arrangements, and follow-up communications; supports travel arrangements for participants. • Ensures timely and correct payments, procurement, receipt of deliverables and reports, and proper document storage in accordance with UN Secretariat rules and procedures. • May be responsible for guiding and training of more junior General Service staff. • 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. Contract Administration • Assists with day-to-day administration of contracts between the UN Human Rights Moldova and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN Human Rights Moldova. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN forms and permissions for UN Human Rights Moldova staff, including: swipe-card access and door keys. CompetenciesPROFESSIONALISM: 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. PLANNING & 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. ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) 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 five (5) for candidates who possess a first-level university degree or higher). Out of the seven years, a minimum of one (1) year working on Enterprise Resource Planning (ERP) systems such as Umoja, is required. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Romanian and Russian are required. Either Bulgarian or Ukrainian or Romany is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).