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


Job Title:        Administrative

Organisation: United
Nations High Commissioner for Refugees (UNHCR)

Duty Station: Uganda

Vacancy Notice: Internal/ External Vacancy notice no. 015/2020

Position Number: 10030709

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: 
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. The administrative Assistant directly
reports to the head of sub office Moyo and Obongi and will provide
administrative support. There is a high level of responsibility and
confidentiality associated with this position. The incumbent will be
responsible for writing/preparing reports, organizing/scheduling meetings,
reviewing incoming correspondence to determine significance, preparing agendas
for important meetings, making travel arrangements, and fill in gaps such as
filing to help keep the manager organized and therefore focused on her/his job


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
  • 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 hold a High school diploma. Required.
  • At least four years of previous job experience relevant to the
    function is required.
  • Computer Literacy is required.
  • Knowledge of English is required
  • 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
  • Analytical Thinking
  • Planning and organizing
  • The core set of job skills essential to the roles includes
    exceptional organizational skills, excellent written and oral
    communication abilities, as well as a strong attention to detail and
    professionalism. The incumbent must possess technical proficiency with
    office automation tools including software essentials like Microsoft Word,
    Excel, and PowerPoint.


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


Click Here


Deadline: 21st September 2020


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