Hardship LevelD
Family TypeNon Family with Residential Location
Family TypeNon Family with Residential Location
Residential location (if applicable)
Addis Ababa,Eth Fed Dem Rep
GradeGS4
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-07-01
Job Posting End DateJune 5, 2023
Standard Job DescriptionAdministrative Assistant Organizational Setting and Work Relationships The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding. The incumbentยฟs workload and the assignments will remain under constant guidance and direction of the supervisor. The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context). - Arrange appointments/meetings both internal and external, some involving high ranking officials. - Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required. - Maintain hard and electronic office files and records; classify and code material relating to a variety of topics; - Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system. - May be required to maintain/update confidential files. - Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology. - Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation. - Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately. - Assist the supervisor to monitor and record expenditure/disbursement of funds. - Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division. - May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable; - Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education N / A Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related field (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified Desirable Not specified Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile The preferred candidate should possess experience in administration, able to manage office premises, inventory, staff travel including reservations for services. They should be people oriented able to work with teams based in different field locations.
Required languages (expected Overall ability is at least B2 level): French
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Desired languagesEnglish
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Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Nature of Position:
The Administrative Assistant will receive technical guidance and support from the Assistant Administrative/Finance Officer at Ndjamena. S/he will provide routine administrative assistance to the staff at the branch office and from the field and report directly to the Assistant Administrative/Finance Officer. In so doing s/he will coordinate the activities of service providers i.e., cleaning service providers, maintenance (electrical and plumbing) among others. S/he will assist in provision of logistic activities in liaison with the Assistant Administrative/Finance Officer at the Branch office. The incumbent should have a strong experience in provision of administrative support services to a large organisation in a humanitarian context. Possession of UNHCR field experience, including emergency situations and working in a remote area, coupled with a good knowledge in basic administrative, financial and supply procedures and processes is an added advantage. Moreover, the candidate should be client service oriented in daily contacts with staff, her/his colleagues in Sub Offices and field offices within the Chad operation and sometimes with colleagues in other operations. Good interpersonal skills including are required for this position. Fluency in both written and spoken French is mandatory and knowledge of English and local languages will be an added advantage.
Living and Working Conditions:
Ndjamena is the capital and largest city in Chad. Its infrastructure remains basic, though widely superior to the standards of other regions within Chad. The climate is hot and semi-arid, with a rainy season from June to September. UNHCR Staff can stay in personal residences while respecting Residential Security Measures. Electricity supply can be unstable especially in the hot seasons and international staff members can have access to generators by the office. Clean Water supplies are sufficient in most areas, but a personal food and drinkable water supply is required. Most relevant supplies can be found on local markets though choice can be limited compared to other hubs, but prices are high as most goods are imported. Banking facilities are available through local banks, such as Ecobank and BCC. Health care standards can be qualified as basic with staff members encouraged to subscribe to the International SOS Clinic Services for local medical attention. However, dental, and other specialized care may not be locally available. Serious or complicated health conditions require evacuation to other countries. Malaria is the most common but not the only infectious disease prevalent in Ndjamena and most other regions of Chad. Telecommunication services are basic and expensive with two mobile phone / internet operators with 4G services available as well as an increasing number of providers,
Additional Qualifications
SkillsBU-PeopleSoft EPM/Budget, FI-Application of Financial Rules, Regulations and Procedures, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other
Work ExperienceAnnual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Refugees
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
Additional InformationShortlisted Candidates may undertake written and/or oral test
Functional clearanceThis position doesn't require a functional clearance