ADMINISTRATIVE ASSISTANT, Santo Domingo

Org. Setting and ReportingThis 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 position is located in the Office of the Director of Mission Support (DMS), or the Head of the United Nations Support Office in Haiti (UNSOH). The incumbent will be based in Santo Domingo and will report to the DMS or his/her designated official. ResponsibilitiesHuman Resources Management • Coordinate actions with respect to transactions related to the administration of the unit’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. Liaise with central administration/ executive services as required. • Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements. • Coordinate the preparation of language tests, convening of rebuttal panels, organization of a range of promotion and review panels, plus the processing of the various yearly staff personal evaluation reports and forms. • Advise staff on visa matters and other relevant rules and regulations; coordinate the induction and orientation of new staff members in the mission. • Provide advice and answer queries on classification procedures and processes. • Provide information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, plus privileges and entitlements under the Staff Rules and Regulations. • Monitor section'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 • Provide expert assistance and coordination in the preparation and development of the unit’s work programme and budget. • Assist in monitoring budget/work programme with respect to various budgets, trust funds, grants and other funds on a regular basis, suggest reallocations of resources and implement the reallocations as necessary. • Collect data from relevant databases and prepare customized financial reports. • Provide assistance in the review and preparation of the medium-term plan and its revisions. • Review, analyse and assist in the finalisation of the cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects: ensure compliance with the medium-term plan and other legislative mandates. • Assist managers in the elaboration of resource requirements for budget submissions. • Monitor budget implementation/expenditures and recommend reallocation of funds as necessary. • Review and verify the availability of funds for all requisitions ensuring that the correct object of expenditure has been charged. Ensure that the allotments and exchange rates within the Mercury system are updated on a regular basis. • Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Assist in the preparation of the year end budget performance report submissions. • Assist in finalisation of budget performance reports, analysing variances between approved budgets and the actual expenditures. General Administration • Manage the Director of Mission Support (DMS)'s calendar, appointments, meetings, and official correspondence. • Coordinate high-level visits, protocol arrangements, and interactions with government officials, UN agencies, donors, and other stakeholders. • Organize mission travel, visas, security clearances, logistics, and briefing materials. • Prepare, draft, format, and track correspondence, reports, speeches, presentations, and meeting notes. • Ensure smooth administrative operations within the Office of the DMS. • Liaise with HR, finance, procurement, and other support units on behalf of the office. • Coordinate with Mission Support Sections (Human Resources, Finance, Procurement, ICT, Supply Chain, Transport, and General Services) to consolidate, review, and facilitate requests, submissions, and action items requiring the attention, guidance, or approval of the Director of Mission Support (DMS). • Monitor and follow up on requests from Mission Support Sections addressed to the DMS, ensuring timely coordination, clearance, implementation, and communication of decisions, priorities, and directives across relevant stakeholders. • Maintain confidential records and handle sensitive information with discretion. • Coordinate the provision of guidance, training and daily supervision to other staff in the area of responsibility. • Provide assistance in drafting of host country agreements, budget agreements, and contributions for grants or other activities as appropriate. • Identify and resolve diverse issues and problems as they arise, determining the appropriate actions. • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field mission. • Perform 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 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 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 8 years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which 3 years should have been at a supervisory level is required. Previous experience working in the front office of a senior United Nations official is required. UN field mission experience or other UN Agencies or international field experience is required Experience in international operations in a post-conflict environment is desirable. 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 for details).