Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS5
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-01-01
Job Posting End DateDecember 7, 2023
Standard Job DescriptionSenior Administrative Assistant Organizational Setting and Work Relationships The Senior Administrative Assistant will provide administrative support to the office where the position is located. The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor. 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 - Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files. - Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements. - Search office files and records relating to a variety of topics for information and reference. Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents. - Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records. - Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents. - Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential. - Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps. - Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds. - Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR. - Prepare attestations and certificates required by the staff members for signature of senior officer. - Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with 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 Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-PeopleSoft Applications (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 Operational Context
More than 1.8 million Ukrainian and third-country nationals (TCNs) in need of international protection and assistance crossed into Slovakia since the escalation of the war in Ukraine in February 2022, with some 130,000 of them applying for Temporary Protection in the country. Women and children constituted 83% of the overall displaced population, among whom were older people, persons with disabilities, and those with urgent health care needs. UNHCR is a global organization dedicated to saving lives, protecting rights and building a better future for refugees.
UNHCR Slovakia has a National Office in Bratislava and a Field Office in Kosice. It is one of the four countries (Hungary, Slovakia, Czech Republic, Slovenia) under the Representation for Central Europe, Multi-Country Office, Hungary (MCO).
UNHCR's workplace is a newly established and is inclusive and diverse, offering opportunities which contribute to professional growth and development.
The Senior Admin Assistant will be based in Kosice and will report to the Head of Field Office. Under the supervision of the Head of Field Office, the Senior Admin Assistant will provide support to a team composed of national and international staff members in regard to all administrative related issues and processes.
Language Requirements
Knowledge of English as the UN working language of the duty station and Slovak language is required.
Desirable Candidate Profile
• Good knowledge of and experience in all administrative related issues and processes
• Experience in information technology systems and tools.
• Previous experience in business administration, finance, office management and human resources or other related field
• Creative and self-motivated.
• Possessing good inter-personal and communication skills.
• Highly organized.
• Good writing and documentation skills.
• Experience working with the United Nations or other international organizations is an asset.
• Experience working in a multi-cultural setting.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
Additional information:
Candidates must be legally present in Slovakia at the time of application, recruitment and hire.
Remuneration:
In case of appointment, a competitive compensation and benefits package is offered.
G-5 monthly NET salary range: EUR 1,645 - EUR 1,937
Benefits:
Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).
Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).
Health insurance plan: locally recruited staff members in Slovakia will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.
Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Required languages (expected Overall ability is at least B2 level): Slovak
,English
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Desired languages
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,
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, Human Resources - Other, Office Management - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Compendium
Additional Information
Functional clearanceThis position doesn't require a functional clearance