Senior Administrative Assistant

Organizational Context

The Senior Administrative Assistant provides essential administrative support within the UNHCR office in Caracas, Venezuela. Working under the direct supervision of senior staff, the incumbent liaises with local entities and supports daily office operations. All staff are accountable for their duties, adhering to UNHCR's regulatory framework and core values of professionalism, integrity, and respect for diversity.

Job Purpose

The Senior Administrative Assistant is responsible for providing comprehensive administrative support to the UNHCR office in Caracas. This role involves managing personnel entitlements, processing contracts, and maintaining accurate records. The incumbent will attend meetings, monitor staff attendance and leave, and manage office supplies and equipment. A key function is to facilitate administrative processes for staff travel, visa renewals, and other essential documentation. The position also requires drafting correspondence, managing the supervisor's calendar, receiving visitors, and screening calls with discretion. Additionally, the role supports the organization and management of UNHCR office and residential compounds, facilitates official missions, and assists in processing claims for staff and persons of concern. Risk management and identification are also part of the responsibilities, ensuring decisions are risk-based and issues are escalated appropriately.

Responsibilities

Assist in interpreting and processing entitlements, issuing contracts, and maintaining personnel records and files. Attend meetings on day-to-day administrative matters, monitor staff attendance, leave plans, overtime, and visa requirements. Search office files for information and reference, selecting and formatting data for reports, correspondence, and project plans. Requisition office supplies and equipment, arranging for distribution and maintaining inventory records. Support administrative formalities for travel arrangements, and the issuance/renewal of visas, licenses, and other documents. Draft correspondence and reports, some of which may be confidential, and type various documents. Arrange appointments, manage the supervisor's calendar, receive visitors, screen telephone calls, and answer queries discreetly. Maintain contact lists for ministers, 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. Assist in processing various claims by UNHCR staff and other clients. Support the identification and management of risks impacting objectives, ensuring risk-based decision-making and escalating concerns to supervisors or colleagues. 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 equivalent or higher. Experience with IT-PeopleSoft Applications is desirable.

Skills

IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-PeopleSoft Applications Drafting correspondence Record keeping Office supply management Travel arrangements Visa processing Calendar management Risk management Interpersonal skills Communication skills

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