Job Title: Senior Administrative Assistant Vacancy Notice: VN-146-19-MEX Position Number 146-19
Location: Ciudad de Mexico Position Grade: G5 Closing Date: 2019-09-16
Organizational Context


The Senior Administrative Assistant will provide administrative support to the office where the position is located.

The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of a Senior Officer often Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. 

S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

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


  • Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
  • Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.
  • Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
  • Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
  • Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.
  • Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.
  • Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.
  • Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.
  • Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
  • Prepare attestations and certificates required by the staff members for signature of senior officer.
  • Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.
  • 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 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


  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Competencies


  • Analytical Thinking
  • Planning and Organizing

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