Grade

GS5

General Service

Reason

Temporary > Temporary Assignment/ Appointment

A (least hardship)

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2024-07-01

2024-12-31

May 27, 2024

Standard Job Description

Senior 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.

– 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
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.

This is a Temporary Appointment until 31/12/2024 with a possibility of extension.

Istanbul is the most developed province in Türkiye. With almost 18.000.000 residents, the metropolitan province offers many opportunities in terms of cultural and recreational activities. The cost of living and rental prices are high. Public transportation networks are available and includes ferries, subway, light rail, bus, metrobus lines throughout the city. Public and private hospitals are widespread.

UNHCR Istanbul Field Office works closely with provincial directorates of line ministries and the Presidency of Migration Management, INGOs/NGOs, municipalities and refugee populations in the 11 provinces of Marmara Region, including Istanbul, a metropolitan city with 39 districts.

Istanbul Field Office expanded its network and capacity building activities with diverse actors such as municipalities, social service centres, mukhtars, imams and other significant local actors that contributes in expansion of refugee protection space. The Field Office conducts field outreach activities through partners, focuses on community based protection and refugees’ meaningful inclusion in programming. It also undertakes Inter-Agency Coordination efforts in Marmara Region.

Given the large cosmopolite nature of Istanbul in terms of financial, cultural and political prospects, the Field Office also hosts high level visits and from internal and external governmental and non-governmental counterparts, including donors. The Office frequently undertakes field missions to provinces in Marmara Region including Western Borders.

In line with the context above; the incumbent is expected to contribute to the functioning of the Field Office through overseeing administrative and financial activities on a day-to-day basis.

The incumbent will be expected to build and maintain effective communication with local commercial market including local and global service providers. The incumbent will be in communication with Admin/Finance Unit and other functional units within the Country Office and other field offices in order to carry out their duties. The incumbent is not necessarily expected to interact directly with Persons of Concern but is responsible to guide PoC to relevant units within UNHCR Türkiye when necessary.

The incumbent reports directly to Associate Finance Officer based in Ankara. The incumbent will supervise directly activities concerned with office and grounds maintenance, building management, minor procurement, travel arrangements, fleet management including transportation and supervision of drivers and clerical services. The incumbent will also closely supervise the cleaning service staff.

Very good drafting and communication skills in Turkish and English are essential. Knowledge of UNHCR administrative and financial rules, procedures and processes, and ERP is desirable.

PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to successful reference checks and integrity clearance.

A break of minimum 31 days is required before a staff member who currently holds a Fixed-term or Indefinite Appointment may be rehired on a Temporary Appointment.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Only short-listed candidates will be notified. The recruitment process might include written test and/or oral interview for this job opening. No late applications will be accepted.

External candidates should be legally present in Türkiye at the time of application, recruitment and hire.

Non-Turkish citizens are required to upload their residence permits or relevant documents under the ‘Certifications’ section, by selecting the type as ‘Personnel Administration – Other’, in order to be considered for this job opening. Applications by non-Turkish citizens will NOT be considered if a valid residence permit is not attached to the application.

For further information on how to apply, please visit ‘UNHCR – Application and Selection’ page, at https://www.unhcr.org/how-to-apply.html.

This position doesn’t require a functional clearance

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Skills

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

Education

Certifications

Business Administration – Other, Finance – Other, Human Resources – Other, Office Management – Other

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