Vacancy – UN Administrative Officer and PA to the Chair


IHRC seeks a dedicated individual to fill in its most recent vacancy for the UN Administrative Officer and PA to the Chair.


1. Job Description and Person Specification
2. Purpose of the post
3. Background
4. Duties and Responsibilities

1. Job Description and Person Specification

United Nations (UN) Administrative Officer and PA to the Chair

£14000 pro rata

40 hours per week (may include some evenings and weekends)

1 year contract, subject to 3 months probation.

Reports to:
Chair of IHRC

Deadline for application:
10 May 2013

Interview Date:
20 May (must be available to start work end of May, or in exceptional circumstances beginning of June)

2. Purpose of the post

The officer is responsible for all aspect of general administration in relation to IHRC activities at the UN and day to day administration for the Chair of IHRC. S / he will be responsible for emails and other forms of correspondence, providing an efficient and friendly service to visitors and callers, record keeping, website monitoring of the UN, corresponding with UN offices, administrating the submission of reports to the UN.

3. Background

IHRC is an independent, not-for-profit, campaign, research and advocacy organization based in London, UK. We foster links and work in partnership with different organizations from Muslim and non-Muslim backgrounds, to campaign for justice for all peoples regardless of their racial, confessional or political background. IHRC is an NGO in Special Consultative Status with the Economic and Social Council (ECOSOC) of the United Nations. For more information see:

4. Duties and Responsibilities

1.0. Administration

–    Handling enquires and answering phone calls.
–    Checking, responding and maintaining info inbox emails.
–    Organising refreshments for relevant meetings
–    Maintaining files and e-files on the system

1.1. To be responsible for welcoming all visitors, informing them of the work of
IHRC and its procedures while being helpful at all times

1.2. Joint responsibility with other staff members to ensure that the telephones are answered promptly and politely, taking details and messages from incoming calls and processing through email and telephone messages to the appropriate person(s) in IHRC.

1.3. Joint responsibility with other staff members to be responsible for ensuring that information given to callers and visitors are accurate and timely.

1.4. To ensure that all follow-on phone calls, correspondence and paperwork, is completed in a correct, organised and thorough manner.

1.5. To liaise with the person in charge of the office – or in their absence with other senior staff – interacting with them all in a professional and friendly manner.

1.6. To be responsible for updating the Chair’s diary, providing regular reminders to the Chair of items in the diary, maintaining intra-net diaries and systems, scanning and forwarding letters and other materials to office bearers and others from the Chair.

United Nations:

1.7. To be responsible for checking updates on the UN website, looking out for new information and details.

1.8. To ensure that accurate information from the website is conveyed in advance to the relevant individuals within the organisation, and information is filed appropriately.

1.9. Required to write statements for the UN human rights council sessions and travel to the UN.

2.0. Organise side panel events at the UN.

2. Other Duties:

2.1. To attend any internal meetings as requested

2.2. To attend relevant training and personal development opportunities in order to fulfill the requirements of the post.

2.3. To maintain strict confidentiality in respect all matters, information and correspondence.

2.4. To adhere to all IHRC policies and procedures and assist the organisation in developing, implementing and monitoring them, including Equal Opportunities and Health & Safety policies

NB: This job description may be altered from time to time in consultation with the post holder to meet requirements of IHRC’s strategic plan


Applicants must send in their CV and cover letter to IHRC, PO Box 598, Wembley, HA9 7XH, or email it to Applicants need to also ensure that they have the names of two referees that IHRC can send a reference request to. It is the applicant’s responsibility to ensure that all references are returned to IHRC by the deadline of 10 May 2013. All applicants need to be available for interview on 20 May 2012. The successful applicant is expected to start with this role end May 2013.