Job Title: Snr Admin/Programme Assistant Vacancy Notice: VN-29-19-MEX Position Number 10030588
Location: Saltillo Position Grade: G5 Closing Date: 2019-02-24
Organizational Context

The Senior Admin/Programme Assistant will provideadministrative/programme assistance to the immediate supervisor and /or Head ofthe Office/Unit to ensure that routine services and activities within theadministrative/programme domain are implemented. Subject to the nature of the task/assignmentin hand, s/he will receive regular guidance from his/her supervisor. S/he willmaintain also close working relations with selected UNHCR implementingpartners, contractors and suppliers.

Accountability

The specific functions of this postion are as follows:


1. Interpretation and processing of entitlements, issuance of contracts and maintenance of various personnel records and files; 

2. Assists in the recruitment of GS staff by evaluating candidate applications and conducting preliminary interviews; 

3. Assists in surveys on local cost of living, local salaries, housing rental and collecting the information on the above-mentioned; Processing requests for visas, identity cards, driving licences and other personnel-related documents; Prepare travel authorization and assist in the submission of travel claims; 

4. Attends meetings on day-to-day admin. matters; administers the movement of local staff members, their attendance, leave plan, overtime, etc.  

5. Assists in the preparation of inventory records of non-expendable equipment for UNHCR and Implementing Partners with submission to Hqs; 

6. Assists in preparing requisitions, purchase orders, financial vouchers using MSRP for both Admin and Programme Units, assists in organizing tenders and other procurement procedures according to UNHCR standards.

7. Selects and enters data from a wide variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data; 

8. Assists in preparing budget submissions; maintains liaison with officials of local bank to obtain day-to-day information in exchange and interest rates, changes in procedures and regulations and matters pertaining to maintenance of office bank accounts.

9. Collects, registers and maintains information on project activities by reviewing reports and through first-hand sources;

10. Monitor project/programme activities by reviewing and analyzing a variety of records and reports, especially budgets and financial implementation.

11. Performs other duties as required.  


Responsibility

The specific functions of this postion are as follows:

1. Interpretation and processing of entitlements, issuance of contracts and maintenance of various personnel records and files; 
2. Assists in the recruitment of GS staff by evaluating candidate applications and conducting preliminary interviews; 
3. Assists in surveys on local cost of living, local salaries, housing rental and collecting the information on the above-mentioned; Processing requests for visas, identity cards, driving licences and other personnel-related documents; Prepare travel authorization and assist in the submission of travel claims; 
4. Attends meetings on day-to-day admin. matters; administers the movement of local staff members, their attendance, leave plan, overtime, etc.  
5. Assists in the preparation of inventory records of non-expendable equipment for UNHCR and Implementing Partners with submission to Hqs; 
6. Assists in preparing requisitions, purchase orders, financial vouchers using MSRP for both Admin and Programme Units, assists in organizing tenders and other procurement procedures according to UNHCR standards.
7. Selects and enters data from a wide variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data; 
8. Assists in preparing budget submissions; maintains liaison with officials of local bank to obtain day-to-day information in exchange and interest rates, changes in procedures and regulations and matters pertaining to maintenance of office bank accounts.
9. Collects, registers and maintains information on project activities by reviewing reports and through first-hand sources;
10. Monitor project/programme activities by reviewing and analyzing a variety of records and reports, especially budgets and financial implementation.
11. Performs other duties as required.  

 

 

 

Authority

The specific functions of this postion are as follows:

1. Interpretation and processing of entitlements, issuance of contracts and maintenance of various personnel records and files; 
2. Assists in the recruitment of GS staff by evaluating candidate applications and conducting preliminary interviews; 
3. Assists in surveys on local cost of living, local salaries, housing rental and collecting the information on the above-mentioned; Processing requests for visas, identity cards, driving licences and other personnel-related documents; Prepare travel authorization and assist in the submission of travel claims; 
4. Attends meetings on day-to-day admin. matters; administers the movement of local staff members, their attendance, leave plan, overtime, etc.  
5. Assists in the preparation of inventory records of non-expendable equipment for UNHCR and Implementing Partners with submission to Hqs; 
6. Assists in preparing requisitions, purchase orders, financial vouchers using MSRP for both Admin and Programme Units, assists in organizing tenders and other procurement procedures according to UNHCR standards.
7. Selects and enters data from a wide variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data; 
8. Assists in preparing budget submissions; maintains liaison with officials of local bank to obtain day-to-day information in exchange and interest rates, changes in procedures and regulations and matters pertaining to maintenance of office bank accounts.
9. Collects, registers and maintains information on project activities by reviewing reports and through first-hand sources;
10. Monitor project/programme activities by reviewing and analyzing a variety of records and reports, especially budgets and financial implementation.
11. Performs other duties as required.  

Essential Minimum Qualifications and 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 5 years 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

Completion of  UNHCR learning programmes or specific training relevant to functions of the position.
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 and programme activities.

Competencies

Analytical Thinking.

Technological Awareness.

Planning and Organizing.

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