Location: Libenge, Democratic Republic of Congo
Closing Date: Wednesday, 22 November 2023
Hardship Level: E (most hardship)
Family Type: Non Family with Residential Location
Grade: GS4
Staff Member / Affiliate Type: General Service
Reason: Regular > Regular Assignment
Remote work accepted: No
Target Start Date: 31 Jan, 2024
Organizational Setting and Work Relationships:
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 requires discretion and confidentiality. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR, which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions, as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity, and respect for diversity.
Duties:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
- 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 the 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 in monitoring and recording 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 the 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 times.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk-based in the functional area of work. Raise risks, issues, and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications:
Education & Professional Work Experience
Years of Experience / Degree Level: G4 – 1 year relevant experience with a High School Diploma; or Bachelor or equivalent or higher
Field(s) of Education:
Not applicable.
Certificates and/or Licenses:
Business Administration, Finance, Office Management, Human Resources, or other related field (Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
- Essential: Not specified
- Desirable: Not specified
Functional Skills:
- IT-Computer Literacy
- UN-UN/UNHCR Administrative Rules, Regulations, and Procedures
- IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential)
Language Requirements:
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively contribute towards a working environment where each person feels safe and empowered to perform their duties. This includes demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters, and speak up and seek guidance and support from relevant UNHCR resources when these issues arise.
Desired Candidate Profile:
Required languages (expected Overall ability is at least B2 level): French
Desired languages: Not specified
Operational context:
- Occupational Safety and Health Considerations: Not specified
- Nature of Position: Not specified
- Living and Working Conditions: Not specified
- Additional Qualifications: Skills
- IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations, and Procedures
Education:
- Certifications
- Business Administration – Other
- Finance – Other
- HCR Learning Program – UNHCR
- Human Resources – Other
- Office Management – Other
Work Experience:
- Competencies: Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration
