Administrative Assistant

United Nations High Commissioner for Refugees, Bunia, Congo

Skill Required:, Project/ Programme Management
Preferred Experience: 
1 to 3 Years
Closing Date for Applications: 
25th June, 2021


Job Description

Procedures and Eligibility

Candidates must be Congoleese Nationals.

  • Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit.
  • In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.
  • Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.

  •  Currently employed locally recruited UNHCR staff members holding a Temporary Appointment;
  •  Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females);
  •  National United Nations Volunteers currently working for UNHCR;
  •  National UNOPS and individual contractors currently working for UNHCR;
  •  Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member¿s personal grade;
  •  Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;
  •  Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;
  •  Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.
  • External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.

Duties and Qualifications

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.
  • 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

Language Requirements

  • Knowledge of French and/or UN working language of the duty station if not French.

Source:https://public.msrp.unhcr.org/psp/RAHRPRDX/EMPLOYEE/HR/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId...


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