Hardship LevelU (unclassified)
Family TypePending
Family TypePending
Residential location (if applicable)
GradeGS4
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-07-01
Job Posting End DateNovember 24, 2023
Standard Job Description
Administrative 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 incumbent's 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 UNHCR's 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.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- 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
Not applicable.
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 UNHCR Representation in Venezuela works through the Country Office, three Field Offices (Maracaibo, San Cristobal, Guasdualito) as well as three Field Units (Caracas, Santa Elena de Uairen and Puerto Ayacucho). Field Unit Santa Elena de Uairen covers the municipality of Gran Sabana in Bolivar State, at the border with Brazil and falls under the supervision and management of Branch Office in Caracas. Occasionally the Office will cover other municipalities in Bolivar State. UNHCR in Venezuela is working through a community-based approach to prevent displacement, mitigate protection risks and support resilience of affected communities. In Santa Elena de Uairen focus is placed with indigenous population and persons in mobility. UNHCR works closely with operational and implementing partners and coordinates activities with local authorities, including the Office of the Ombudsperson, CONARE (National Refugee Commission), Civil Registry, Civil Protection as well as regional and municipal authorities, among others.
This position will be under the direct supervision of the Head of Office and will liaise with the admin and supply team in Caracas. In addition of playing a pivotal role in achieving the Officeโs administrative goals and ensuring full compliance with UNHCR's financial rules, regulations, and policies, the incumbent will be responsible of supporting the Office in procurement and logistics whenever needed, including the definition and drafting of the term of reference for services and goods, maintain relations with local suppliers, maintainers, and partners and processing of admin and supply transactions.. Negotiation skills are needed as the incumbent will be involved in procurement of goods and services, negotiating with property owners regarding rental agreements compliance, oversight of security and cleaning services contract, office and vehicle maintenance, and administrative support to the field teams. Administrative and supply chain software skills are desirable, as well as skills in excel. The candidate must be able to adapt to frequent internet connection and electric power disruptions and is needed that he/she reads and writes English language as the administrative, financial and travel software and most of the administrative training are in English language. 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 incumbentโs workload and the assignments will remain under constant guidance and direction of the supervisor. The Administrative Assistant is a position within an office 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 UNHCRโs core values of professionalism, integrity and respect for diversity. 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. Please also note that recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against COVID-19.
Required languages (expected Overall ability is at least B2 level): Spanish
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Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Living and Working Conditions:
Additional Qualifications
SkillsIT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Finance - Other, HCR Learning Program - UNHCR, Human Resources - Other, Office Management - Other
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
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Compendium
Additional InformationOnly shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and/or oral interview.
Functional clearanceThis position doesn't require a functional clearance