Hardship Level (not applicable for home-based)

A (least hardship)

Family

UNOPS LICA4

2024-11-01

October 8, 2024

Key Responsibilities:

A. Office Administration:
• Ensure the efficient day-to-day operations of the office by managing office supplies, equipment, and resources.
• Handle incoming calls, emails, and correspondence, directing inquiries to appropriate team members.
• Maintain and update office files, records, and databases, ensuring all documentation is organized and easily accessible.
• Schedule and coordinate meetings, appointments, and maintain calendars for senior staff as required.
• Prepare and distribute internal communications, memos, and reports to relevant teams.
• Assist with onboarding processes for new staff members, including setting up workstations and ensuring necessary equipment is available.

B. Travel Arrangements:
• Coordinate travel logistics for staff, including booking flights, accommodations, and transportation.
• Prepare travel itineraries and ensure all necessary documents such as visas, travel permits, and insurance are in order.
• Assist with processing travel-related expenses and claims in line with organizational policies.
• Maintain records of travel schedules and expenses for reporting purposes.

C. Event Organization:
• Assist in planning and organizing internal and external events, meetings, and workshops.
• Book venues, arrange catering, and ensure required materials (e.g., presentations, handouts) are prepared for events.
• Coordinate with relevant stakeholders to ensure events run smoothly, managing logistics such as equipment setup, attendee registration, and follow-up communication.

D. Coordination with Office Building Management:
• Act as the primary point of contact with building management for facility-related issues (e.g., repairs, maintenance, access).
• Coordinate office cleaning, security, and other services provided by the building management.
• Ensure that the office complies with health and safety regulations, including overseeing emergency preparedness plans and procedures.
E. Procurement Support:
• Assist in the procurement process for office supplies, equipment, and services, in line with organizational procurement policies.
• Solicit quotes, prepare purchase orders, and follow up with suppliers to ensure timely delivery of goods and services.
• Maintain accurate procurement records and support the finance team with documentation for vendor payments.
• Support inventory management by tracking office assets and supplies, ensuring optimal stock levels.

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.

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Business Administration – Other, Finance – Other, HCR Learning Program – UNHCR, Human Resources – Other, Office Management – Other

Other information

This position doesn’t require a functional clearance

Home-Based

No