About this opportunity
Opportunity Overview
The United Nations High Commissioner for Refugees is hiring an Administrative Assistant to provide administrative assistance to the immediate supervisor and/or Head of the Office. The Administrative Assistant will work in an office/Division/Bureau that requires basic knowledge of administrative rules, procedures, and operational standards of a UNHCR office. The nature of certain administrative/personnel functions requires discretion and confidentiality. The incumbent will be responsible for performing duties as reflected in their job description within their delegated authorities. The Administrative Assistant will be responsible for arranging appointments/meetings, receiving visitors, maintaining hard and electronic office files and records, and drafting routine correspondence. The incumbent will also facilitate implementation of personnel administrative formalities, maintain office inventory, and assist the supervisor to monitor and record expenditure/disbursement of funds. All UNHCR staff members are accountable to perform their duties in line with the regulatory framework of UNHCR, which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies, and Administrative Instructions. 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.
Responsibilities
- 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 times
- 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
Benefits
No benefits are specified in the source.
Requirements & Qualifications
- 1 year relevant experience with High School Diploma, or Bachelor or equivalent or higher
- Field of education: Business Administration, Finance, Office Management, Human Resources, or other related field
- Certificates and/or Licenses: Business Administration, Finance, Office Management, Human Resources, or other related field
- Functional Skills:
- IT-Computer Literacy
- UN-UN/UNHCR Administrative Rules, Regulations, and Procedures
- IT-Enterprise Resource Planning (ERP)
- Language Requirements: Knowledge of English and UN working language of the duty station if not English
How to Apply
- Review the job description and requirements to ensure you meet the minimum qualifications.
- Prepare your application, including your resume and any required supporting documents.
- Click the Apply button below to submit your application.
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