The Administrative Assistant will provide
administrative assistance to the immediate supervisor and/or Head of the
Office, and/or to the Unit as a whole to ensure that routine services and
activities within the administrative domain are properly implemented. As per
specific instructions, the incumbent may require liaising with other internal
or external entities, to ensure effective delivery of services and achievement
of objectives. The assignments are mostly standard tasks including limited
interpretation of subject matter and information exchange between staff in the
office, at the duty station and external officials of other institutions to
ensure mutual understanding. The incumbent’s workload and the assignments will
remain under constant guidance and direction of the supervisor.
The Administrative Assistant is a position within an
office/Division/Bureau that requires basic knowledge of administrative rules,
procedures as well as operational standards of a UNHCR office. The nature of
certain administrative/personnel functions require discretion and
confidentiality.
All UNHCR staff members are accountable to perform
their duties as reflected in their job description. They do so within their
delegated authorities, in line with the regulatory framework of UNHCR which
includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and
Administrative Instructions as well as relevant accountability frameworks. In
addition, staff members are required to discharge their responsibilities in a
manner consistent with the core, functional, cross-functional and managerial competencies
and UNHCR’s core values of professionalism, integrity and respect for
diversity.
Duties and Responsibilities
Within delegated authority, the Administrative
Assistant will be responsible for the following duties: (These duties are
generic and may not be carried out by all Administrative Assistant: please
refer to the organizational context).
Arrange appointments/meetings both internal and
external, some involving high ranking officials.
Receive visitors, place and screen telephone calls,
respond to routine requests for information and take notes at meetings as and
when required.
Maintain hard and electronic office files and
records; classify and code material relating to a variety of topics;
Receive, review, sort and distribute all incoming and
outgoing correspondence, office pouch and material, highlight priority items
and attach necessary background information. Maintain a follow up system.
May be required to maintain/update confidential
files.
Draft routine correspondence, memoranda and reports.
Format more complex documents by using the appropriate technology.
Facilitate implementation of Personnel administrative
formalities and processing of documents in relation to official travels, leaves
and movements of staff. Support staff members with processing personnel-related
documentation.
Maintain office inventory and stocks of office
supplies. Monitor the asset management track to ensure all admin procurements
and disposal of UNHCR property are done and recorded accurately.
Assist the supervisor to monitor and record
expenditure/disbursement of funds.
Following instructions from the supervisor make
logistic and administrative arrangements for seminars, workshops, and briefings
that may be required by the Office/Division.
May regulate and monitor routine provision of
services and/or shifts from providers, as and when applicable;
Monitor office/compound facilities and equipment and
in consultation with the supervisor take appropriate action to ensure proper
functioning at all time.
Support the identification and management of risks
and seek to seize opportunities impacting objectives in the area of
responsibility. Ensure decision making in risk based in the functional area of
work. Raise risks, issues and concerns to a supervisor or to relevant
functional colleague(s).
Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
G4 – 1 year relevant experience with High School
Diploma; or Bachelor or equivalent or higher
Certificates and/or Licenses
Business Administration, Finance, Office Management,
Human Resources or other related field
(Certificates and Licenses marked with an asterisk*
are essential)
Functional Skills
IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and
Procedures
IT-Enterprise Resource Planning (ERP)
(Functional Skills marked with an asterisk* are
essential)
Language Requirements
For International Professional and Field Service
jobs: Knowledge of English and UN working language of the duty station if not
English.
For National Professional jobs: Knowledge of English
and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or
UN working language of the duty station if not English.
All UNHCR workforce members must individually and
collectively, contribute towards a working environment where each person feels
safe, and empowered to perform their duties. This includes by demonstrating no
tolerance for sexual exploitation and abuse, harassment including sexual
harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive
in preventing and responding to inappropriate conduct, support ongoing dialogue
on these matters and speaking up and seeking guidance and support from relevant
UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs
with this job title and grade level. The Operational Context may contain
additional essential and/or desirable qualifications relating to the specific
operation and/or position. Any such requirements are incorporated by reference
in this Job Description and will be considered for the screening, shortlisting
and selection of candidates.
Desired Candidate Profile
Core Experience in working on Protocol issues and the
relevant legislation for protocol matters dealing with UN staff.
IT skills in Cloud ERP for finance and core
experience in the Cloud ERP travel module. Essential
Skills
Additional Qualifications
IT-Computer Literacy, IT-Enterprise Resource Planning
(ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
Certifications
Business Administration – Other, Finance – Other, HCR
Learning Program – UNHCR, Human Resources – Other, Office Management – Other
Work Experience
Competencies
Accountability, Client & results orientation,
Commitment to continuous learning, Communication, Organizational awareness,
Planning & organizing, Teamwork & collaboration
How To Apply
