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

Job Title:     Administrative Assistant
Organisation: United Nations High Commissioner for
Refugees (UNHCR)
Position No.: 10032055
Vacancy Notice: Internal/ External Vacancy Notice Number
022/2019
Grade: GS-4
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. Subject
to the nature of the task/assignment in hand. 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. The incumbent’s workload and the
assignments will remain under constant scrutiny and direction of the
supervisor.
Key Duties and
Responsibilities: 
Functional Statement
·        
Maintain
hard and electronic office files and records; classify and code material
relating to a variety of topics;
·        
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. Maintain a follow up system
·        
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.
·        
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: 
Required Competencies
·        
Analytical
Thinking



Essential Minimum Qualifications And Professional
Experience
·        
Completion
of Secondary education or equivalent technical or commercial school with
certificate/training in Business Administration, Finance, Office Management ,
Human Resources or other related field.
·        
Minimum
4 years (for secondary education holder) or 3 years (for secondary education
andcertifcate/training holder) of previous job 
experience relevant to the function;
·        
Computer
skills (MS office and People soft applications).
·        
Fluency
in English and working knowledge of another relevant UN language or local
language.
·        
In
offices where the working language is not English, excellent knowledge of
working language of duty station and working knowledge of English.
Desirable Qualifications & Competencies
·        
Good
knowledge of UNHCR Admin and financial rules, procedures and processes;
·        
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.
Operational Context
UNHCR Sub Office
Pakelle has since 2016 been experiencing power failure, plumbing and carpentry
glitches and yet both the office and staff accommodation compound does not have
a regular and or in-house staff to handle such faults once they occur.  The Sub Office has expanded with increased number
of staff, construction of more Staff accommodation houses including
Prefabricated Containers and a new office. 
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: 24th
October 2019
For more of the
latest jobs, please visit 
http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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