Eligible Applicants
Candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.
Duties and Qualifications
The Administrative Assistant should be able to perform a wide range of administrative and office support activities for the unit and/or managers and supervisors to facilitate the efficient operation of the organization.
The Administrative Assistant will be responsible for running and coordinating the day-to-day administrative duties for the SOBV. This essential role provides support to management and/or the office team through answering incoming communications, distributing mail correspondence, general admin duties such as filing, printing or photocopying, data entry and various ad hoc duties.
Knowledge of MSRP finance and administrative module is an asset to this position. The local language will also be considered to this position.
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.
Other duties
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.
– Perform other related duties as required.
Minimum Qualifications
- Education & Professional Work Experience
- 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
Functional Skills
*IT-Computer Literacy
FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other)
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
AD-Facility Management
HR-Active Listening
FI-Application of Financial Rules, Regulations and Procedures
*AD-Office supplies management
AD-Contracts and invoice management
(Functional Skills marked with an asterisk* are essential)
The closing date of applications is 21 March 2022 (midnight Geneva time)
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