GradeGS4
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelB
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Remote work acceptedYes
Target Start Date2023-12-04
Target End Date2024-03-31
Job Posting End DateJanuary 2, 2024
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 ProfileCandidates must be legally present in Costa Rica at the time of application, recruitment and hire.
Only candidates holding a legally job permit in Costa Rica will be considered eligible.
We are committed to maintaining diversity in terms of gender, ethnicity and culture. Persons belonging to minority groups, persons with special abilities, men and women, are encouraged to apply for vacancies. All applications will be treated with the strictest confidentiality.
Eligible candidates may be required to take a technical test and/or an interview.
If you have special needs or require assistance to apply, please contact cossarrhh@unhcr.org
Covid-19 Vaccination and related Safety Measures:
UNHCR has a responsibility to prevent and curb the spread of COVID-19 as part of its accountability to its workforce and the communities it works in and serves. Whilst other measures (such as hand hygiene, physical distancing, ventilation and wearing masks) remain crucial, being vaccinated against COVID-19 plays a key role in protecting oneself, families, colleagues, and the community including persons of concerns and has been proven to significantly reduce risks of serious illness and death from COVID-19. Therefore, in alignment with other UN agencies and based on the advice of the UN Medical Directors network, UNHCR strongly urges all colleagues to get vaccinated as soon as possible to protect themselves and others.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of full vaccination, independently of contract type and duration, unless the candidate is based in a location with documented lack of access to COVID-19 vaccines.
Therefore, the people recommended for the position must provide proof of vaccination or the medical recommendation that justifies non-vaccination.
Operational Context:
In terms of the asylum context in Costa Rica, the socio-political situation in Nicaragua since April 2018 produced a particularly sharp increase in the number of Nicaraguan asylum-seekers. Only 78 Nicaraguans were registered as asylum-seekers in 2017. From April 2018 to December 2021, the number had grown to 137,000 (plus 4,000 refugees. While the onset of the COVID pandemic and related measures diminished the regular influx of new asylum seekers in 2020, in 2021 it rose again, reaching a historical peak of 59,450 new applications in one year. In January 2022, approximately 14,500 persons applied for asylum in one month.
The level of humanitarian and legal protection needs has continued to increase for those asylum-seekers, refugees, and persons at risk of statelessness in the country. Aside from Nicaraguan, Costa Rica also continues to receive asylum-seekers from Venezuela, Colombia, El Salvador, Honduras, Cuba and other countries. Under considerable strain, the asylum system is the country has accumulated over 220,000 asylum seekers by the end of 2022.
Since 2021, and especially throughout 2022, there has also been an increase in mixed movements entering Costa Rica through Panama. A percentage of these persons in mixed movements decide at some point to seek asylum in Costa Rica.
UNHCR in Costa Rica seeks to guarantee the rights of persons fleeing persecution at the borders, both at border posts and in other areas along the migratory route. Border monitoring is carried out to ensure that asylum seekers can gain access to the territory, obtain information and access the asylum procedure in Costa Rica. Identification of cases of refoulement and deportation, advocacy with the authorities, an attention to and referral to persons in need of international protection are carried out.
UNHCR key activities involve registration, border monitoring, community-based protection to identify particularly vulnerable individuals, case management, counselling, livelihoods and peaceful coexistence projects through its partners and directly. A Cash Based response started in October 2019 to fill basic assistance gaps of the most vulnerable families. This initiative relies heavily on the direct support of Programme, Admin/Finance, Procurement and Human Resources for its implementation.
Currently, UNHCR in Costa Rica has partnership agreements with 13 partners, in the areas of protection, gender-based violence, child protection, and livelihoods, among others. The Programme Unit also manages a direct implementation budget in support of the Government of Costa Rica, namely for the reinforcement of the asylum system and national policy towards integration of refugees in the country.
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.
Functional ClearanceThis position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)
,
,
Desired languages
,
,
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
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information