UN Senior Administrative Assistant Jobs – United Nations High Commissioner for Refugees (UNHCR)

Organisation: United
Nations High Commissioner for Refugees (UNHCR)
Duty Station: Kampala,
Uganda
Position Number: 10022068
Internal/External Vacancy Notice Number: 039/2018
Post Grade: GL-5
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 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 will always function under direct supervision of a Senior Officer
often Administrative Officer or Administrative/Finance Officer, 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.
Key Duties and Responsibilities: 
  • 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;
  • Provide support in the 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 any other responsibilities/functions deemed necessary or as
    delegated by the Head of the office and/or Supervisor in order to meet the
    level of the services in the organization


Qualifications, Skills and Experience:
  • The ideal candidate for the United Nations UNHCR Senior
    Administrative Assistant job opportunity 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 five years of 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 (as applicable in the duty station).
  • Excellent knowledge of working language of duty station and working
    knowledge of English.
  • Knowledge in UNHCR Admin and financial rules, procedures and
    processes;
  • Knowledge and working experience of MSRP (Peoplesoft);
  • Completion of UNHCR learning programmes or specific training
    relevant to functions of the position.
  • Knowledge of another relevant UN or local languages.
How to Apply:
All interested
candidates 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: 18th June 2018
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