Job Title: Senior Administrative Assistant Vacancy Notice: VN-121-19-MEX Position Number 121-19
Location: Tijuana Position Grade: G5 Closing Date: 2019-09-15
Organizational Context

The Senior 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 Senior 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

  • 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 4 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. 

Desirable Qualifications & Competencies

  • Good knowledge of UN/UNHCR Admin and financial rules, regulations and procedures;
  • Knowledge and working experience of MSRP (Peoplesoft);
  • Prior exposure to UNHCR refugee operations  and functions relating to field office administration
  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Competencies

  • Analytical Thinking
  • Planning and Organizing



ELIGIBILITY 

Internal candidates 
General Service Staff members currently serving in the country where the vacancy exists, who have been appointed through the AC process and have indefinite or Fixed Term appointment. Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL). 

External candidates must be legally present in Mexico at the time of application, recruitment and hire.



SUBMISSION OF APPLICATIONS

If you wish to be considered for this vacancy, please submit your application on http://mexico.unhcr.io/land.php by 15 September 2019.

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

Se puede aplicar un examen escrito.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.

El ACNUR está comprometido con la diversidad y acepta solicitudes de candidatos calificados, independientemente de su género, discapacidad, estado civil, raza, color, origen étnico y nacional, religión o creencias, y orientación sexual.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Tome nota que el ACNUR no cobrará ningún cargo en ninguna de las fases del proceso de reclutamiento y selección.

Mexican citizenship or permanent residency in Mexico is needed.

ACNUR no prevé ningún apoyo relacionado a permisos de trabajo en México. Los candidatos expatriados son bienvenidos, pero deben contar con la residencia permanente o el correspondiente documento migratorio que les permita trabajar en México.


REMUNERATION

A competitive compensation and benefits package are offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org


Report Problem