Job Title: Administrative Assistant Vacancy Notice: VN-081-20-MEX Position Number 10030601 (Readvertisement)
Location: Monterrey Position Grade: G4 Closing Date: 2020-07-19
Organizational Context

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.

Accountability

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.

Responsibility

Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context).

  • 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.

 

 

 

Authority

N/A

Essential Minimum Qualifications and Experience

Years of Experience / Degree Level 

  • For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher


Field(s) of Education 
  • N/A

Certificates and/or Licenses
 
  • Business Administration
  • Finance
  • Office Management
  • Human Resources

Relevant Job Experience

Essential:

  • Not specified.

Functional Skills 

  • IT-Computer Literacy
  • UN-UN/UNHCR Administrative Rules, Regulations and Procedures
  • UN-UN/UNHCR Financial Rules and Regulations and Procedures 
  • IT-PeopleSoft Applications
 

Language Requirements:

  • Knowledge of English and/or UN working language of the duty station if not English.


Desirable Qualifications & Competencies

  • Not specified.

Competencies

Core Competencies

  •     Accountability
  •     Communication
  •     Organizational Awareness
  •     Teamwork & Collaboration
  •     Commitment to Continuous Learning
  •     Client & Result Orientation

 

Managerial Competencies

  •     Not specified.

 

Cross-Functional Competencies

  •        Analytical Thinking
  •        Planning and organizing

 

Eligibility:

 

Group 1 Candidates: comprises current GS staff membersholding an indefinite or fixed-term appointment who, at the date of thedeadline for application, are serving in the country of the vacancy atthe grade of the position or one grade below or above.

 

Group 2 Candidates: comprises candidates from the categorieslisted in the RALS after completion of one cumulative or continuousyear of service in the country of the vacancy. The Group 2 status shouldhave been confirmed by the HR Unit in the relevant country before the applicationis submitted. For further information regarding the categories, pleaseconsult the RALS. 


ExternalCandidates: arecandidates who are not in Group 1 or Group 2.

Must belegally present in Mexico at the time of application, recruitment and hire.

Onlycandidates holding a permanent residency in Mexico will be considered eligible.

 

Ifyou have questions regarding eligibility, you may also contact the HR Unitthrough mexmevac@unhcr.org.

 

 

Remuneration:

 

A competitive compensation andbenefits package is offered.  Forinformation on UN salaries, allowances and benefits, please visit the portal ofthe International Civil Service Commission at: http://icsc.un.org.  

 

Submission of Applications:

 

Ifyou wish to be considered for this vacancy, please submit your complete application(letter of motivation, updated factsheet (for internals), signed Personal HistoryForm (for externals)  on http://mexico.unhcr.io/land.php by 19 July2020.

 

The PersonalHistory Forms (PHF) and its Supplementary Sheet are available at:

EnglishPHF Form / Supplementary Sheet 

 

No late applications will beaccepted. Only shortlisted candidates will be contacted. Shortlisted candidatescould be required to sit for a technical assessment to determine theirsuitability and/or a written test and oral interview. UNHCR does not charge a fee at any stage of the recruitmentprocess (application, interview, processing or any other fees).

 

UNHCR is committed to diversity andwelcomes applications from qualified candidates regardless of disability, genderidentity, marital or civil partnership status, race, colour or ethnic andnational origins, religion or belief, or sexual orientation. UNHCR seeks toensure that male and female employees are given equal career opportunities.UNHCR is committed to achieving workforce diversity in terms of gender,nationality and culture. All applications will be treated with the strictestconfidentiality.

 

 

 

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