Senior Administrative Assistant

The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

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.

• Assist in interpreting and processing entitlements, issuing contracts, and maintaining various personnel records and files.

• Attend meetings on daily administrative matters, administer staff movements, and monitor attendance records, leave plans, overtime, and visa requirements.

• Search office files and records on a range of topics for information and reference, selecting data in the required format or based on general instructions for use in reports, correspondence, technical papers, project or programme plans, and reference documents.

• Assist in requisitioning office supplies and equipment and arrange their distribution while maintaining appropriate inventory records.

• Assist with administrative formalities related to travel arrangements and the issuance or renewal of visas, licenses, and similar documents.

• Draft correspondence and reports, including confidential material, on administrative or specialized tasks; type correspondence, documents, and reports, some of which may be highly confidential.

• Arrange appointments and manage the supervisor’s calendar, receive visitors, screen telephone calls, and respond to queries with discretion; maintain lists of ministers, government officials, and members of the diplomatic corps.

• Assist management in organizing and running UNHCR office and residential compounds, where applicable.

• Facilitate official missions of UNHCR staff and other persons of concern.

• Prepare attestations and certificates required by staff members for signature by senior officers.

• Assist in processing MIP and other claims submitted by UNHCR staff and clients.

• Support the identification and management of risks and seek to seize opportunities affecting objectives in the area of responsibility; ensure risk-based decision-making and raise risks, issues, and concerns to the supervisor or relevant functional colleagues.

• Perform other related duties as required

• For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher 

• Certificate in Business Administration, Finance, Office Management, Human Resources, or other related field.

• Completion of UNHCR learning programmes or specific training relevant to functions of the position.

• Computer Literacy 

• 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.