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 routine liaison with local suppliers and officials, contributing to the smooth operation of the office and supporting the supervisor's tasks. All staff are expected to uphold UNHCR's core values and contribute to a safe and inclusive work environment.

Job Purpose

The Senior Administrative Assistant is responsible for providing comprehensive administrative support to the office, ensuring efficient day-to-day operations. This includes managing personnel records, processing entitlements, and maintaining attendance and leave plans. The role involves assisting with the requisition and distribution of office supplies, managing inventory, and facilitating administrative formalities for travel, visas, and licenses. The incumbent will also draft and type correspondence and reports, some of which may be confidential. Additionally, the position requires managing the supervisor's calendar, receiving visitors, screening calls, and maintaining contact lists for government officials and diplomatic corps. The role supports the organization of office and residential compounds and facilitates official missions, contributing to the overall effectiveness of UNHCR's presence and operations in the region.

Responsibilities

Assist in interpreting and processing entitlements, issuing contracts, and maintaining personnel records and files. Attend meetings on daily administrative matters, manage staff movement, and monitor attendance, leave plans, and overtime. Search office files for information and records, selecting and formatting data for reports, correspondence, and project plans. Assist in requisitioning, distributing, and inventorying office supplies and equipment. Support administrative formalities for travel arrangements, visa issuance/renewal, and other necessary documents. Draft and type correspondence and reports, including confidential documents, within the area of responsibility. Arrange appointments, manage the supervisor's calendar, receive visitors, screen telephone calls, and answer queries discreetly. Maintain lists of key contacts, including 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 opportunities impacting objectives, and reporting concerns to supervisors. Perform other related duties as required.

Work Experience

2 years of relevant experience with a High School Diploma, or 1 year of relevant experience with a Bachelor's degree or higher. Experience with IT-PeopleSoft Applications is desirable. Completion of UNHCR learning programs or specific training relevant to the position's functions is also desirable.

Skills

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

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