Senior Administrative Assistant – UNHCR
Job Description
| Organization | United Nations High Commissioner for Refugees |
| Job Title | Senior Administrative Assistant |
| Location | Port Sudan, Sudan |
| Hardship Level | E (most hardship) |
| Job ID | JR2331305 |
| Family Location Type | Non Family with Residential Location |
| Closing Date | December 17, 2023 |
Organizational Setting and Work Relationships
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 for performing 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
– Assist in interpreting and processing 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. Select information and records in a specified format or based on general instructions for use by others in preparing reports, correspondence, technical papers, project or program plans, and general reference documents.
– Assist in the requisition of office supplies, and equipment and arrange for distribution together with the appropriate inventory records.
– Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licenses, travel arrangements, and other similar documents.
– Draft correspondence and reports, as required, on general administrative or specialized tasks that may be confidential 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 in organizing and running UNHCR Office and Residential (wherever applicable) 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 the signature of a senior officer.
– Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.
– Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with a High School Diploma; or 1 year relevant work experience with a Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources, or other related field. (Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified.
Desirable
Completion of UNHCR learning programs or specific training relevant to functions of the position.
Functional Skills
*IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-PeopleSoft Applications (Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and the 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, supporting 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.
