Administrative Assistant

Organizational Context

The Administrative Assistant will provide essential administrative support to supervisors and/or the Unit, ensuring the smooth execution of routine services and activities. This role involves liaising with internal and external entities to facilitate effective service delivery and objective achievement. The incumbent will handle standard tasks, including information exchange and interpretation, under constant guidance.

Job Purpose

The Administrative Assistant's primary purpose is to provide comprehensive administrative support within a UNHCR office or division. This involves managing daily operations, ensuring adherence to administrative rules and procedures, and maintaining a high level of discretion and confidentiality, particularly in personnel-related matters. The role is crucial for the efficient functioning of the office by supporting supervisors and colleagues with a wide range of administrative tasks, from scheduling and correspondence to travel arrangements and record-keeping. The incumbent contributes to the achievement of objectives by ensuring that administrative processes are handled accurately and efficiently, thereby supporting the overall mission of UNHCR in providing protection and assistance to refugees and displaced persons.

Responsibilities

The Administrative Assistant is responsible for a variety of administrative duties, including arranging meetings and appointments, receiving visitors, and screening calls. They will maintain both physical and electronic office files, classifying and coding information. A key responsibility is managing incoming and outgoing correspondence, highlighting urgent items, and maintaining a follow-up system. The role also involves drafting routine correspondence, memoranda, and reports, and formatting more complex documents. Facilitating personnel administrative formalities, processing documents for staff travel, leaves, and movements, and supporting staff with personnel-related documentation are also core duties. The incumbent will manage office inventory and supplies, monitor asset management, and assist in tracking expenditures. Additionally, they will make logistical and administrative arrangements for seminars and workshops, and monitor the provision of services from external providers. Ensuring the proper functioning of office facilities and equipment, and supporting risk management by identifying and reporting risks, are also part of the role. The Administrative Assistant performs other related duties as required.

Work Experience

1 year of relevant experience is required for candidates with a High School Diploma. No specific years of experience are mentioned for candidates with a Bachelor's degree or higher.

Skills

IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) Office Management Record Keeping Correspondence Management Meeting Coordination Travel Arrangements Inventory Management Asset Management Risk Management Drafting Reports

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