Job Title: Administrative Assistant Vacancy Notice: VN-35-19-MEX Position Number 10030601
Location: Monterrey Position Grade: G4 Closing Date: 2019-04-16
Organizational Context

The Administrative Assistantwill provide administrative assistance to the immediate supervisor and/or Headof the Office to ensure that routine services and activities within theadministrative domain are properly implemented. Subject to the nature of thetask/assignment in hand.

 

S/he will receiveregular guidance from his/her supervisor. As per specific instructions, theincumbent may require liaising with other internal or external entities, toensure effective delivery of services and achievement of objectives. The natureof certain personnel/administrative tasks requires discretion andconfidentiality as per UNHCR standards and practices. The incumbentís workloadand the assignments will remain under constant scrutiny and direction of thesupervisor.

Accountability

N/A

Responsibility

The Administrative Assistantis a position within an office/Division/Bureau that requires basic knowledge ofadministrative rules, procedures as well as operational standards of a UNHCRoffice. The nature of certain administrative/personnel functions requirediscretion and confidentiality.

 

The most typicalfunctions may include:

 

  • Maintainhard and electronic office files and records; classify and code materialrelating to a variety of topics;

  • Searchand retrieve office files, and reproduce documentation and background materialfor reference and action by the supervisor, as and when required;

  • Receive,register, route correspondence and office pouch. Maintain a follow up system

  • Draftroutine correspondence, memoranda and reports. Format more complex documents byusing the appropriate technology.

  • Facilitateimplementation of Personnel administrative formalities and processing ofdocuments in relation to official travels, leaves and movements of staff.Support staff members with processing personnel-related documentation.

  • Maintainoffice inventory and stocks of office supplies. Monitor the asset managementtrack to ensure all admin procurements and disposal of UNHCR property are doneand recorded accurately.

  • Assistthe supervisor to monitor and record expenditure/disbursement of funds.

  • Followinginstructions from the supervisor make logistic and administrative arrangementsfor seminars, workshops, and briefings that may be required by theOffice/Division.

  • Mayregulate and monitor routine provision of services and/or shifts fromproviders, as and when applicable;

  • Monitoroffice/compound facilities and equipment and in consultation with thesupervisor take appropriate action to ensure proper functioning at all time.

  • Anyother responsibilities/functions deemed necessary by the supervisor/or seniormanager in order to meet the level of the services in the organization.

 

 

 

Authority

N/A

Essential Minimum Qualifications and Experience

  • Completionof Secondary education or equivalent technical or commercial school withcertificate/training in Business Administration, Finance, Office Management,Human Resources or other related field.

  • Minimum4 years (for secondary education holder) or 3 years (for secondary educationand certificate/training holder) of previous job  experience relevant to the function;

  • Computerskills (MS office and People soft applications).

  • Fluencyin English and working knowledge of another relevant UN language or locallanguage.

  • Inoffices where the working language is not English, excellent knowledge ofworking language of duty station and working knowledge of English.

Desirable Qualifications & Competencies

  • Goodknowledge of UNHCR Admin and financial rules, procedures and processes;

  • Knowledgeand working experience of MSRP (Peoplesoft);

  • Priorexposure to UNHCR refugee operations  andfunctions relating to field office administration

  • Completionof UNHCR learning programmes or specific training relevant to functions of theposition.

Competencies

  • AnalyticalThinking

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