ADMINISTRATIVE ASSISTANT (TJO)

Org. Setting and ReportingThe temporary position is located within the United Nations Support Office in Haiti (UNSOH). Pursuant to Security Council resolution 2793 (2025), UNSOH has been mandated to provide support; primarily to the Gang Suppression Force (GSF), the United Nations Integrated Office in Haiti (BINUH), the Haitian National Police (HNP), and the Haitian Armed Forces in the context of any joint operations with the GSF. Additionally, UNSOH is tasked with delivering technical assistance to the Organization of American States (OAS). The Administrative Assistant at this level will effectively and efficiently manage all administrative matters related to a section/office including human resources management, budget and finance management. In addition to providing general administrative support to the section/office staff. The temporary position is based in Santo Domingo and is located in the Office of the Director, Mission Support. The incumbent will report to the Director of Mission Support ResponsibilitiesWithin the delegated authority, the Administrative Assistant will perform the following responsibilities: Human Resources Management • Coordinates actions with respect to transactions related to the administration of the section’s/office’s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Liaises with the relevant administrative and human resources offices as required. • Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. • Maintains records of the performance evaluation status of the section/office. Assists in formulating responses related to rebuttal cases. • Advises staff on visa matters and other relevant rules and regulations; coordinates the induction and orientation of new staff members in the section/office. • Provides advice and answers queries on classification procedures and processes. • Provides information and advices to staff/consultants with respect to conditions of service, duties and responsibilities, privileges and entitlements under the Staff Rules and Regulations. • Monitors section’s/office’s staffing tables for a variety of human resource activities, e.g., appointments, retirements, expiration of appointments, reassignments, transfers and movement of staff. Budget and Finance • Provides expert assistance and coordination in the preparation and development of the section’s/office’s work plan and budget. • Assists in monitoring budget/work plan with respect to various budgets, on a regular basis, suggests reallocations of resources and implement the reallocations as necessary. • Collects data from relevant databases and prepare customized financial reports when required. • Reviews, analyzes and assists in the finalization of the cost estimates and budget proposals, in terms of staff and non-staff requirements for the section/office, including programmatic aspects: • Assists managers in the elaboration of resource requirements for budget submissions. • Monitors budget implementation/expenditures and recommend reallocation of funds as necessary. • Reviews and verifies the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensures that the allotments and exchange rates within the relevant systems are updated on a regular basis. • Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Assists in the preparation of the year end budget performance report submissions. • Assists in finalization of budget performance reports, analyzing variances between approved budgets and the actual expenditures. General Administration • Coordinates the provision of guidance, training and daily supervision to other staff in the area of responsibility. • Provides assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate. • Identifies and resolves diverse issues and problems as they arise, determining the appropriate actions. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field mission. • Performs other related administrative duties, as required (e.g., operational travel program, monitoring accounts and payments to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organizes and coordinates seminars, conferences and translations) CompetenciesProfessionalism: In depth knowledge of human resources policies, procedures and practices and ability to interpret and apply them in an organizational setting. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and 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 clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors’ language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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. 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 EducationHigh school or equivalent diploma is required. Job - Specific QualificationTechnical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable. Work ExperienceAt least eight (8) years of progressively responsible experience within the United Nations system or private sector in the field of administrative services, finance, human resources, audit, or in other related fields is required. Experience in assisting the development and implementation of planning documents including RRB outputs and activities is required. Experience of working in UN peacekeeping operations in a post-conflict environment is required. Extensive experience using ERP (Enterprise Resource Planning) systems is required. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. 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).