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Senior Administrative Assistant

Gaziantep

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Gaziantep
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Internal candidates: Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL).

External candidates must be legally present in Turkey at the time of application, recruitment and hire. Non-Turkish citizens are required to submit a valid Turkish residence permit to be considered. Senior Administrative Assistant

ORGANIZATIONAL CONTEXT:

The Senior Administrative Clerk 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 or Administrative/Finance 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.

FUNCTIONAL STATEMENT:

1. Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files;
2. 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.
3. 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;
4. Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records;
5. Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents;
6. 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;
7. 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;
8. Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds;
9. Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR;
10. Prepare attestations and certificates required by the staff members for signature of senior officer;
11. Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR ; 
12. Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization

MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCES:
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 6 years (for secondary education holder) or 5 years (for certifcate/training holder) of 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 (as applicable in the duty station).
In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.

DESIRABLE QUALIFICATIONS AND COMPETENCIES:

Knowledge in UNHCR Admin and financial rules, procedures and processes;
Knowledge and working experience of MSRP (Peoplesoft);
Completion of  UNHCR learning programmes or specific training relevant to functions of the position.
Knowledge of another relevant UN or local languages.

Shortlisted candidates may be required to sit for a preliminary written test. Only short-listed candidates will be notified. No late applications will be accepted. Female candidates are encouraged to apply.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

REMUNERATION
A competitive compensation and benefits package is offered. The monthly net salary is between TRY 5,072 and TRY 6,366 depending on relevant experience, dependency status and language proficiency. For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations. Competencies as defined in Job Profile
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See below for this postion's Operational Context
======================================================================================================== Operational Context

Profile Statement
The incumbent will be part of the travel unit in the administration unit reporting to Assistant Administrative Officer. The incumbent will be responsible for supporting the efforts of the unit in arranging travel, processing hotel and flight bookings, prepare travel authorization, and ensure all the travel documents are in line with UNHCR travel policy and prepared and submitted well in time. S/he will be responsible to coordinate with Assistant Admin Officer for assigning the drivers on field mission and preparing Travel Authorization accordingly. S/he will be responsible to finalize travel settlement as per UNHCR travel policy. The incumbent will responsible for planning, purchasing and stocking the stationary for the office well in time.

Finally, the incumbent may also assist the admin unit in different tasks as and when required.

The job will require very good communication skills in English and Turkish is essential.

Current Situation
UNHCR¿s overall approach towards persons of concern is anchored in a comprehensive protection and solutions strategy. This seeks to: i) support host country resilience; ii) enable refugee self-reliance; iii) expand access to national asylum system, resettlement and other safe pathways to a third country, and; iv) plan for voluntary repatriation when conducive conditions are in place. The approach is, by design and necessity, grounded in partnership and collaboration with all stakeholders, most importantly the Government of Turkey.

The incumbent must have the ability to work independently, be politically adroit on internal, interagency, and donor issues, and have the ability to tap into the wide-ranging network of resources in Turkey and country operations in order to achieve his/her objectives. It is essential that the incumbent has excellent knowledge of the humanitarian situation and context in Turkey and in the country of origin of refugees. Given the extensive level of engagement with the field, partners, and the Government, the incumbent should have specific language skills and able to communicate in Turkish and English. Knowledge of other languages as mentioned above is an asset. 

Working and living conditions
Gaziantep is a ¿B¿ category duty station which is the sixth largest city of Turkey. Population of Gaziantep is 2 million and it is located in South East Anatolian region. National and different international banks have offices in Gaziantep, and ATMs can be found all around the city. Very good health facilities can be found in Gaziantep as well as number of good schools. The schooling language will be Turkish.

The people in Gaziantep do not speak English however they are helpful and people use Google translator to convey their message around.
Google maps works 99% accurately. The taxi system is good and it is available 24/7.

Security Considerations
Gaziantep enjoys a relatively calm context underscored by a low crime rate. The Turkish Security Apparatus is experienced, well-resourced and effective. Burglary, petty theft are the common crimes in the city but not very frequently. There is no direct crime threat against the UN in the Region. The current security levels in all of Turkey were raised in early 2016, however, Gaziantep duty station is Level 2 (low). There are no known direct threats towards the United Nations and its staff in the area but it is a potentially rapidly changing security environment. UN staff in Gaziantep are advised to take the necessary precaution in line with established security measures in general.  Area Security plans and Security levels are being updated.  As a result good security awareness is needed by individual. Closing date is 1 June 2019
This vacancy is now closed.
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