Administrative Assistant UN Job Opportunities – United Nations High Commissioner for Refugees (UNHCR)

Job Title:        Administrative Assistant
Organisation: United Nations
High Commissioner for Refugees (UNHCR)
Position No.: 10021805
Vacancy Notice: 012/2017
Duty Station: Uganda
Post Grade: GL4
Reports to: Field Officer
About UNHCR:
The Office of the United Nations High Commissioner for Refugees was
established on December 14, 1950 by the United Nations General Assembly.
UNHCR’s mandate under the Statute of the Office of the United Nations High
Commissioner for Refugees is to lead and co-ordinate action for international
protection to refugees; seek permanent solutions for the problems of refugees
and safeguard refugee rights and well-being. UNHCR has an additional mandate
concerning issues of statelessness, as it is given a designated role under
Article 11 of the 1961 Convention on the Reduction of Statelessness.
Job Summary: The
Administrative Assistant will provide administrative assistance to the
immediate supervisor and/or Head of the Office to ensure that routine services
and activities within the administrative domain are properly implemented. S/he
will receive regular guidance from his/her supervisor. 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 nature of certain personnel/administrative tasks requires
discretion and confidentiality as per UNHCR standards and practices.
Key Duties and
Responsibilities:  
  • Maintain hard and electronic office files
    and records; classify and code material relating to a variety of topics;
  • The jobholder will search and retrieve
    office files, and reproduce documentation and background material for
    reference and action by the supervisor, as and when required; – Receive,
    register, route correspondence and office pouch.
  • The incumbent will maintain a follow up
    system
  • The jobholder will also draft routine
    correspondence, memoranda and reports.
  • Format more complex documents by using the
    appropriate technology.
  • Actively 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.
  • Regularly monitor the asset management
    track to ensure all admin procurements and disposal of UNHCR property are
    done and recorded accurately.
  • Support 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;
  • Keenly monitor office/compound facilities
    and equipment and in consultation with the supervisor take appropriate
    action to ensure proper functioning at all time.
  • Perform any other responsibilities/functions
    deemed necessary by the supervisor/or senior manager in order to meet the
    level of the services in the organization.
Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    UNHCR Administrative Assistant job placement should have completed
    secondary education or equivalent technical or commercial school with
    certificate/training in Business Administration, Finance, Office
    Management , Human Resources or other related field.
  • At least three years’ experience (for
    secondary education holder) or four years (for certificate/training
    holder) of previous job experience relevant to the function;
  • Good computer skills (MS office and People
    soft applications).
  • Fluency in English and working knowledge
    of another relevant UN language or local language duty station.
  • Good knowledge of UNHCR Admin and
    Financial rules, procedures and processes;
  • Broad knowledge and working experience of
    MSRP (Peoplesoft);
  • Prior exposure to UNHCR refugee operations
    and functions relating to field office administration
  • Completion of UNHCR learning programmes or
    specific training relevant to functions of the position is desired
How to Apply:
All interested Ugandan nationals who wish to join the United Nations
High Commissioner for Refugees (UNHCR) in the aforementioned capacity are
encouraged to click on the link below and follow the application instructions
after reviewing the job details.
Deadline: 17th March
2017
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