Job Title: Snr Admin/Programme Assistant Vacancy Notice: VN-27-19-MEX Position Number 10030607
Location: Aguascalientes 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 position are as follows:

 

1.Interpretation and processing ofentitlements, issuance of contracts and maintenance of various personnelrecords and files;

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

3.Assists in surveys on local cost of living,local salaries, housing rental and collecting the information on theabove-mentioned; Processing requests for visas, identity cards, drivinglicences and other personnel-related documents; Prepare travel authorizationand 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 inventoryrecords of non-expendable equipment for UNHCR and Implementing Partners withsubmission to Hqs;

6.Assists in preparing requisitions, purchaseorders, financial vouchers using MSRP for both Admin and Programme Units, assistsin organizing tenders and other procurement procedures according to UNHCRstandards.

7.Selects and enters data from a wide varietyof documents, verifying accuracy by checking sources, making necessarycalculations 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 informationin exchange and interest rates, changes in procedures and regulations andmatters pertaining to maintenance of office bank accounts.

9.Collects, registers and maintainsinformation on project activities by reviewing reports and through first-handsources;

10.  Monitor project/programme activities byreviewing and analyzing a variety of records and reports, especially budgetsand financial implementation.

11.  Performs other duties as required.  

Responsibility

The specific functions of this position are as follows:

 

1.Interpretation and processing ofentitlements, issuance of contracts and maintenance of various personnelrecords and files;

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

3.Assists in surveys on local cost of living,local salaries, housing rental and collecting the information on theabove-mentioned; Processing requests for visas, identity cards, drivinglicences and other personnel-related documents; Prepare travel authorizationand 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 inventoryrecords of non-expendable equipment for UNHCR and Implementing Partners withsubmission to Hqs;

6.Assists in preparing requisitions, purchaseorders, financial vouchers using MSRP for both Admin and Programme Units, assistsin organizing tenders and other procurement procedures according to UNHCRstandards.

7.Selects and enters data from a wide varietyof documents, verifying accuracy by checking sources, making necessarycalculations 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 informationin exchange and interest rates, changes in procedures and regulations andmatters pertaining to maintenance of office bank accounts.

9.Collects, registers and maintainsinformation on project activities by reviewing reports and through first-handsources;

10.  Monitor project/programme activities byreviewing and analyzing a variety of records and reports, especially budgetsand financial implementation.

11.  Performs other duties as required.  

 

 

 

Authority

The specific functions of this position are as follows:

 

1.Interpretation and processing ofentitlements, issuance of contracts and maintenance of various personnelrecords and files;

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

3.Assists in surveys on local cost of living,local salaries, housing rental and collecting the information on theabove-mentioned; Processing requests for visas, identity cards, drivinglicences and other personnel-related documents; Prepare travel authorizationand 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 inventoryrecords of non-expendable equipment for UNHCR and Implementing Partners withsubmission to Hqs;

6.Assists in preparing requisitions, purchaseorders, financial vouchers using MSRP for both Admin and Programme Units, assistsin organizing tenders and other procurement procedures according to UNHCRstandards.

7.Selects and enters data from a wide varietyof documents, verifying accuracy by checking sources, making necessarycalculations 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 informationin exchange and interest rates, changes in procedures and regulations andmatters pertaining to maintenance of office bank accounts.

9.Collects, registers and maintainsinformation on project activities by reviewing reports and through first-handsources;

10.  Monitor project/programme activities byreviewing and analyzing a variety of records and reports, especially budgetsand financial implementation.

11.  Performs other duties as required.  

Essential Minimum Qualifications and Experience

Completion of Secondary education or equivalent technicalor 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 thefunction;

Computer skills (MS office and People soft applications).

Fluency in English and working knowledge of anotherrelevant UN language or local language.

In offices where the working language is not English,excellent knowledge of working language of duty station and working knowledgeof English

Desirable Qualifications & Competencies

Completion of  UNHCRlearning 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 officeadministration and programme activities.

Competencies

Analytical Thinking.

Technological Awareness.

Planning and Organizing.

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