Senior Administrative Assistant

The Senior Administrative Assistant provides administrative support to the office, assisting with personnel records, office supplies, travel arrangements, correspondence, and general office management under supervision. The role involves liaising with local suppliers and officials and supporting the organization of UNHCR office and residential compounds.

Responsibilities

• Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
• Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.
• Search office files and records relating to a variety of topics for information and reference.
• Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
• Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.
• Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.
• Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
• Assist the management to organise and run UNHCR Office and Residential compounds.
• Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
• Prepare attestations and certificates required by the staff members for signature of senior officer.
• Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility.
• Perform other related duties as required.

Requirements

• For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
• Certificates and Licenses: 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 is desirable.
• IT-Computer Literacy is essential.
• Knowledge of UN/UNHCR Administrative Rules, Regulations and Procedures is essential.
• IT-PeopleSoft Applications knowledge is essential.
• Knowledge of English and/or UN working language of the duty station if not English.
• A B2 level of English is desirable for receiving and understanding information from headquarters and supporting translations and communications.

Skills

• Business Administration
• Finance
• Office Management
• Human Resources Management
• IT-Computer Literacy
• UN Administrative Rules
• UNHCR Legal Procedures
• PeopleSoft
• Personnel Records Maintenance
• Travel Arrangements
• Supplier Liaison
• Correspondence Management
• Office Supplies Management
• UNHCR Learning Programmes

Languages

English, Spanish