Administrative Assistant

Organizational Context

The Administrative Assistant provides essential support to supervisors, Heads of Office, or Units within UNHCR, ensuring the smooth execution of routine administrative tasks. This role involves liaising with internal and external entities to facilitate service delivery and objective achievement, requiring basic knowledge of UNHCR's administrative procedures and operational standards. Discretion and confidentiality are crucial due to the nature of administrative and personnel functions.

Job Purpose

The Administrative Assistant's primary purpose is to provide comprehensive administrative support to ensure the efficient operation of the office or unit. This involves managing daily administrative activities, including scheduling meetings, handling correspondence, maintaining records, and facilitating personnel-related formalities. The role requires effective communication and coordination with various stakeholders, both internal and external, to ensure seamless service delivery and support the achievement of UNHCR's objectives. The incumbent works under the guidance of a supervisor, handling routine tasks with potential for limited interpretation of subject matter and information exchange. A key aspect is maintaining confidentiality and adhering to UNHCR's policies and procedures, contributing to a functional and well-organized administrative environment.

Responsibilities

The Administrative Assistant is responsible for a range of duties including arranging appointments and meetings, receiving visitors, screening calls, and responding to routine inquiries. They will maintain both hard copy and electronic office files, classifying and coding relevant information. Responsibilities extend to managing incoming and outgoing correspondence, highlighting priority items, and maintaining a follow-up system. The role involves drafting routine correspondence, memoranda, and reports, as well as formatting more complex documents. Facilitating personnel administrative formalities, processing travel documents, leaves, and staff movements are also key duties. Additionally, the incumbent will manage office inventory, monitor office supplies, and ensure accurate recording of UNHCR property through asset management. Assisting supervisors with expenditure monitoring and making logistical arrangements for seminars and workshops are part of the role. They will also monitor office facilities and equipment, ensuring proper functioning, and support risk management by identifying and reporting risks and opportunities impacting their area of responsibility.

Work Experience

Minimum of 1 year of relevant experience for those with a High School Diploma.

Skills

IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) Business Administration Finance Office Management Human Resources Drafting routine correspondence Maintaining records Arranging meetings Managing inventory Risk management support

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