UN Diploma Jobs – Administrative Assistants – United Nations High Commissioner for Refugees (UNHCR)

Job Title:        Administrative Assistant
Organisation: United
Nations High Commissioner for Refugees (UNHCR)
Duty Station: Uganda
Vacancy Notice: Internal/ External Vacancy notice 005/Temp/2020
Position Number: T/01/005/20
Reports to: Head of Sub-Office
Position Grade:
GS-4
About US:
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, 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
Key Duties and Responsibilities:
·       
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.



Qualifications, Skills and Experience:
·       
The
ideal candidate for the United Nations UNHCR Administrative Assistant job
placement should have completed High school diploma
·       
At least
four years of previous job experience relevant to the function is required.
·       
Computer
Literacy is required.
·       
Knowledge
of English is required.
Competencies
·       
Accountability
·       
Communication
·       
Organizational
Awareness
·       
Teamwork
& Collaboration
·       
Commitment
to Continuous Learning
·       
Client
& Result Orientation
·       
Analytical
Thinking
·       
Planning
and organizing
Desirable
·       
Completion
of certificates in Business Administration, Finance, Office Management, Human
Resources or other related field is desirable.
·       
Knowledge
of UN-UN/UNHCR Administrative Rules, Regulations and Procedures is desirable
·       
Knowledge
of UN-UN/UNHCR Financial Rules and Regulations and Procedures is desirable.
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: 13th May 2020
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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