The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office to ensure that routine services and activities within the administrative domain are properly implemented. Subject to the nature of the task/assignment in hand, s/he will receive regular guidance from his/her supervisor. As per specific instructions, the incumbent may be required to liaise with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standards and practices. The incumbent’s workload and the assignments will remain under constant scrutiny and direction of the supervisor.
Functional Statement
The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality.
The most typical functions may include:
Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;
Receive, register, route correspondence and office pouch. Maintain a follow up system
Coordinate, manage and support all the fleet management activities in the office
Implement effective fleet management that regularly monitor’s the fleet pool, saves cost and safeguards the investment of the organization.
Apply UNHCR’s fleet management strategy when preparing plans for purchase of important fleet assets.
Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leave and movement of staff. Support staff members with processing personnel-related documentation.
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.
Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet the level of the services in the organization.
Job Requirement
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED.
Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related field.
Minimum 4 years (for secondary education holder) or 3 years (for secondary education and certificate/training holder) of previous job experience relevant to the function;
Computer skills (MS office and People soft applications).
Fluency in English and working knowledge of another relevant UN language or local language.
In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.
DESIRABLE QUALIFICATIONS & COMPETENCIES.
Good knowledge of UNHCR Admin and financial rules, procedures and processes;
Knowledge and working experience of MSRP (PeopleSoft);
Prior exposure to UNHCR refugee operations and functions relating to field office administration
Completion of UNHCR learning programmes or specific training relevant to functions of the position.