Job Description

Position Title: Administrative Assistant in the Office of the Special Representative

Receiving Agency: GSFS Haiti

P Level: FS 5

Location: Port au Prince, Haiti

Duration: 12 months renewable

Language: Fluency in English required, French is an asset

Background

On 30 September 2025, the United Nations Security Council authorized, in resolution 2793 (UNSCR 2793), Member States to transition the deployed Multinational Security Support (MSS) in Haiti to the Gang Suppression Force (GSF), in close cooperation and coordination with the Government of Haiti, for an initial period of twelve months. The UN Security Council has authorized multiple tasks within the GSF mandate.

The United Nations Secretary-General is authorized to establish a UN Support Office in Haiti (UNSOH) to provide comprehensive logistical and operational support to the GSF and to the Haitian National police (HNP) and the Haitian armed forces on any joint operations with the GSF. UNSOH will also provide technical support, through voluntary funding contributions, to the Organization of American States (OAS) SECURE-Haiti project and will provide standard United Nations mission support services to the United Nations Integrated Office in Haiti (BINUH).

The Standing Group of Partners (SGP), comprising seven Member States (Canada, El Salvador, Guatemala, Jamaica, Kenya, The Bahamas, and the United States of America) has the role of providing, in consultation with the Government of Haiti, high-level strategic direction, oversight, and relevant political decision-making for the GSF as appropriate. The SGP is overall responsible for (a) securing voluntary financial contributions for GSF personnel costs reimbursements; (b) facilitating force (military and police) generation; and (c) providing high level strategic representation and coordination for the GSF.

The SGP shall appoint a Special Representative (SR) who, as in-country head of the GSF, will report to the SGP and provide strategic oversight, representation and coordination for the GSF. The SGP appointed GSF Force Commander shall report to the SR and is responsible for operational command and day-to-day operational decision-making for the uniformed components of the GSF.

The SR is supported by an Office of the SR (the civilian component of the GSF).

Career Experience

The Administrative Assistant shall have a minimum of six (6) years of progressively responsible experience within an international organisation or in the private sector at the national or international level in the field of administrative services, finance, or human resources. Experience in budget formulation and financial monitoring is required. Experience in human resources management, including monitoring time and attendance is required. Experience utilizing spreadsheets to support administrative, financial and operational tasks is required. Experience handling confidential information is required. Experience working with international or multi-national organizations is required. Experience supporting office financial operations, including petty cash management is desirable. A high school graduation diploma or equivalent is required.

Languages

Fluency in English (both oral and written) is required. Fluency in French is desirable.

Responsibilities of the Administrative Assistant

The Administrative Assistant reports to the Chief of Staff through the UNSOH Liaison Officer, and is based in Port-au-Prince, Haiti. The Administrative Assistant will develop their own work plan for approval by the UNSOH Liaison officer

Within the delegation of authority and under the direct supervision of the UNSOH Liaison Officer, the Administrative Assistant shall be responsible for the following duties:

Human Resources Management

• Reviews and follows-up on actions related to the administration of the GSF’s human resources activities.
• Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements.
• Reviews and prepares monthly timesheets for signature.
• Monitors staffing table and prepares relevant statistical data/charts

Budget and Finance

• Supports the Finance and Budget Officer, in the monitoring of GSF financial operations, including SGP secured voluntary contributions for personnel costs, and funding for assistance to individuals and communities adversely affected by GSF operations, including victims of Sexual Exploitation and Abuse (SEA), both during and after the GSF mission.
• Establishes and maintains a close working relationship with UNSOH and the OAS regarding financial and budget management of GSF activities and operations.
• Assists in the preparation, review and coordination of financial and human resource proposals including budget development, cost estimates, and resourcing priorities.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Manages petty cash and helps maintain proper control of cash and receipts.
• Assists in the analysis of GSF accounts and reviews/prepares regular financial reports.
• Assists in the preparation or consolidation of GSF financial statements for inclusion in the designated auditing mechanism and assists in the preparation of responses to internal/external audit observations.
• Assists in the preparation, review and finalization of budget performance reports in compliance with OAS, SGP, UN, or donor requirements and recommendations;
• Assists in ensuring the efficient and effective use of budgetary resources through regular monitoring of budget utilization against approved allocations and the timely provision of financial information to GSF leadership to support decision-making.

General Administration

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial or human resources matters.
• Performs other related administrative duties, as required (e.g. travel arrangements, identification of office technology needs and maintenance of equipment, assists in the organization and coordination of meetings, etc.)
• Produces handover notes to ensure institutional knowledge is passed to incoming or replacement Administrative Assistant, as required.

The Administrative Assistant may be requested by the UNSOH Liaison Officer to perform other duties, as required.

CANADEM and its partners have a no-tolerance policy for inaction to prevent, respond to and follow up on alleged cases of Sexual Exploitation, Abuse, and Harassment (SEAH). For this reason, we adhere to all policies, procedures and training of the United Nations on The Prevention of Sexual Exploitation, Abuse, and Harassment (PSEAH). CANADEM mandates all deployees successfully complete the PSEA online course. This e-learning course is composed of a set of lessons designed to raise awareness about SEAH, become familiar with a range of measures to combat SEAH, understand the impact on victims and the consequences for UN Personnel who commit Sexual Exploitation, Abuse, and Harassment.