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UNHCR - Administrative Assistant, G-4

UNHCR - Administrative Assistant, G-4
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Internal/External Vacancy Notice
General Service
PART 1 – IDENTIFICATION OF POST
VACANCY REF: Post N.    Administrative Assistant, G-4 - UNHCR, Tirana, Albania  
 
FROM: 3 – 6 months
 
CLOSING DATE:  April 3rd, 2016                                            DATE:  March 23rd,  2016

PART 2 – POSITION REQUIREMENTS
2.1 ORGANIZATIONAL CONTEXT. Define the role of the position within the team, describing its leadership role, if any, it’s external/internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where applicable, exercised by the incumbent.
 
The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office to ensure that routine services and activities within the administrative domain are properly implemented. Subject to the nature of the task/assignment in hand. S/he will receive regular guidance from his/her supervisor. 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 nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standards and practices. The incumbent’s workload and the assignments will remain under constant scrutiny and direction of the supervisor.
2.2 FUNCTIONAL STATEMENT. Focusing on the deliverables and the achievements expected from the job, describe the functions to be performed by the incumbent of the position. Describe also the engagement and the degree of relationships with clients/partners, and the impact of actions.
 
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.
 
The most typical functions may include:
 
  • Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
  • Search and retrieve office files, and reproduce documentation and background material for reference and action by the supervisor, as and when required;
  • Receive, register, route correspondence and office pouch. Maintain a follow up system
  • 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.
Any other responsibilities/functions deemed necessary by the supervisor/or senior manager in order to meet the level of the services in the organization.
2.3 REQUIRED COMPETENCIES, which illustrate behaviours that are essential to achieving deliverables described above, and that are critical to successful performance. All jobs require the staff to abide to the Values and Core competencies of UNHCR.  Where applicable, select a maximum of six Managerial and three Cross-Functional Competencies. Up to a maximum of six Functional Competencies can be selected.
 
Code Managerial Competencies
1. M001 Empowering and Building Trust
2. M002 Managing Performance
3. M003 Judgement and Decision Making
4. M004 Strategic Planning and Vision
5. M005 Leadership
6. M006 Managing Resources
   
 
Code Cross-Functional Competencies
1.  X001 Analytical Thinking
2.  X002 Innovation and Creativity
3.   X003 Technological Awareness
4.  X004 Negotiation and Conflict Resolution
5.  X005 Planning and Organizing
6.  X006 Policy Development and Research
7.  X007 Political Awareness
8.  X008 Stakeholder Management
9.  X009 Change Capability and Adaptability
2.4 ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED.  Define the educational background, the relevant job experience and the language(s) that are essential to perform the work of the position.
 
  • 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 3 years (for secondary education holder) or 4 years (for certifcate/training holder) 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.
  • In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English. 
2.5 DESIRABLE QUALIFICATIONS & COMPETENCIES.  Describe any experience or knowledge that would be an asset, such as: UNHCR Learning Programmes, other training, additional languages, Field/HQs experience, etc.
 
  •       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 office administration
  • Completion of  UNHCR learning programmes or specific training relevant to functions of the position.

How to apply

 
Applicants are instructed to submit by e-mail a completed United Nations Personal History form for Fixed Term Appointment (available at http://www.al.undp.org/content/albania/en/home/operations/jobs/) together with a covering letter to: [email protected]
Applications without the above documents will not be considered.
Applications received after the closing date will not be accepted.
Applications will not be acknowledged.  Only shortlisted candidates will be contacted.
 

 

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