Senior Administrative Assistant

Organizational Context

The Senior Administrative Assistant provides essential administrative support within a UNHCR office, working under the direct supervision of senior local or international staff. The role involves liaising with local entities and ensuring the smooth day-to-day operation of administrative functions, contributing to the overall efficiency of the office and support for persons of concern.

Job Purpose

The Senior Administrative Assistant is responsible for providing comprehensive administrative support to the office, ensuring efficient daily operations. This includes managing personnel records, processing entitlements, and maintaining attendance and leave plans. The role involves assisting with travel arrangements, visa processing, and drafting correspondence and reports. Additionally, the incumbent will manage office supplies, maintain inventory, and facilitate official missions. A key aspect is supporting the organization and management of UNHCR office and residential compounds, ensuring a safe and functional environment. The position also involves preparing necessary attestations and certificates for staff and assisting with claims processing, all while adhering to UNHCR's regulatory framework and core values.

Responsibilities

Assist in interpreting and processing entitlements, issuing contracts, and maintaining personnel records and files. Attend meetings on daily administrative matters, manage staff movement, monitor attendance, leave plans, overtime, and visa requirements. Search office files for information and records, selecting and formatting data for reports, correspondence, and project plans. Requisition office supplies and equipment, manage distribution, and maintain inventory records. Assist with administrative formalities for travel, visa issuance/renewal, licenses, and other related documents. Draft correspondence and reports on administrative or specialized tasks, some of which may be confidential. Type correspondence, documents, and reports, ensuring confidentiality. Arrange appointments, manage the supervisor's calendar, receive visitors, screen telephone calls, and answer queries discreetly. Maintain contact lists for government officials and diplomatic corps. Assist management in organizing and running UNHCR office and residential compounds. Facilitate official missions for UNHCR staff and persons of concern. Prepare attestations and certificates for staff members for senior officer signature. Assist in processing various claims by UNHCR staff and clients. Support risk management by identifying and managing risks and seizing opportunities impacting the area of responsibility, ensuring risk-based decision-making and reporting concerns to supervisors.

Work Experience

2 years of relevant experience with a High School Diploma, or 1 year of relevant experience with a Bachelor's degree or equivalent. Experience with IT-PeopleSoft Applications is desirable.

Skills

IT-Computer Literacy Business Administration Finance Office Management Human Resources UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-PeopleSoft Applications Risk Management Communication Record Keeping Travel Arrangements Report Drafting

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