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

Organisation: United
Nations High Commissioner for Refugees (UNHCR)
Duty Station: Uganda
Position Number: 10021805
Internal/External Vacancy Notice Number: 043/2018
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
  • 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
  • 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: 31st July 2018
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