ADMINISTRATIVE FINANCE ASSISTANT

Organizational Context 

Under the guidance and supervision of the National Administrative Officer, the Administrative Assistant provides support to office operations performing a variety of standard administrative and financial processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.
The Administrative Assistant works in close collaboration with the Administration, Programme and Technical Teams in OHCHR Honduras and other UN agencies staff to exchange information and ensure consistent service delivery.

Functions / Key Results Expected
Summary of Key Functions:  

• Implementation of operational strategies
• Support to effective and efficient functioning of the unit (administrative unit)
• Support to administrative and financial services
• Support to office maintenance and assets management
• Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative/financial activities with UN/OHCHR rules, regulations, policies and strategies.
• Provision of inputs to the OHCHR administrative/finance business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective and efficient functioning of the unit (/operations unit/ administrative unit), focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions.
• Translation of simple correspondences, when needed.

3. Ensures effective administrative and logistical support, focusing on achievement of the following results:

• Organization of shipments, customs clearance arrangements, preparation of documents for OHCHR shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
• Prepare payment requests with proper control of the supporting documents.
• Maintain a tracking record of invoices received and pending to pay in order to assure the credit terms compliance of 30 days.  This includes the follow up of payments requested to UNDP to be processed.
• Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
• Administrative support to conferences, workshops, retreats.
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
• Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
• Support the checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.  
• Maintenance of the financial filing system ensuring safekeeping of confidential materials.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Administration Officer and Programme Management Officer.
• Assistance in the preparation of budget, provision of information for audit.
• Perform other administrative/financial duties as required. 

4.  Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

5. Support knowledge building and knowledge sharing in the OHCHR, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.
• Train other Administration Unit colleagues how to handle logistics for office’s events.

Impact of Results 
The key results have an impact on the efficiency of the unit. Accurate presentation of information strengthens the capacity of the office and promotes the image of UN/OHCHR as an effective contributor to the development of the country.

Competencies and Critical Success Factors
Functional Competencies:       
Building Strategic Partnerships 
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions 

Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
systems

Client Orientation
Level 1.1:  Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Responds to client needs promptly

Promoting Accountability and Results-Based Management
Level 1.1:  Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:
Demonstrating/safeguarding ethics and integrity  
Demonstrate corporate knowledge and sound judgment 
Self-development, initiative-taking 
Acting as a team player and facilitating team work 
Facilitating and encouraging open communication in the team, communicating effectively 
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making

Recruitment Qualifications
Education:    

High school diploma or equivalent.  Certification in administration is desirable.

Experience:    

5 years of relevant experience in administration or programme support service. Experience within the UN System in relevant field is desirable. Knowledge of UN systems and procedures is desirable Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. 

Language Requirements:    

Fluency in Spanish (both oral and written) is required.  Knowledge of English is desirable.