Senior Administrative Assistant

Duties:

- 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 the UN House in Barranquilla, including UNHCR assigned premises.
- Facilitate various official missions of UNHCR staff and affiliated workforce.
- 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.

Essential Minimum Qualifications

Education & Professional Work Experience

- Completion of secondary education.
- Minimum 2 years of previous relevant work experience with High School Diploma; or 1-year relevant work experience with Bachelor or equivalent or higher.
- Fluency in Spanish and working knowledge of English.

Certificates and/or Licenses

- Business Administration, Finance, Office Management, Human Resources, or another related field.

Relevant Job Experience

Desirable

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

Functional Skills

- IT-Computer Literacy.
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures.
- UN-UN/UNHCR Financial Rules and Regulations and Procedures.
- IT-PeopleSoft Applications.

Core Competencies:

- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation

Cross-Functional Competencies:

- Analytical Thinking
- Planning and Organizing Fluency in Spanish and working knowledge of English.
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See below for this postion's Operational Context
======================================================================================================== With over 1.8 million Venezuelan refugees and migrants and more than 800,000 Colombian returnees from Venezuela, Colombia is the country most heavily affected by the Venezuelan displacement in the region. The over 946,624 Venezuelans who have not been able to regularize their migration status in Colombia, have limited access to basic services and lack opportunities for income generation. The worldwide COVID-19 health emergency has further impacted the protection risks of Venezuelan refugees and migrants, displaced and confined populations, Colombian returnees, and other persons of concern. More than 116,000 Venezuelans have returned to Venezuela through humanitarian corridors since the borders closed in mid-March last year, most of them due to loss of income, evictions, food insecurity and other protection risks related to the inability to respect quarantine conditions. However, re-entries into Colombia have been on the rise starting September 2020 through informal crossing points.

The Senior Administrative Assistant will provide administrative support to the UNHCR Field Office in Barranquilla, which covers the Departments of Atlántico, Bolívar, and Magdalena. The Senior Administrative Assistant will work in close coordination with the Program and Protection Units at the Field Office. The incumbent is expected to supervise an intern supporting the Admin Unit. The incumbent will function under direct supervision of the Head of Office and in close coordination with the Admin Unit at the Suboffice in Riohacha. 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.

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. This vacancy will close on 8th March 2021 at 23:59 (Geneva Time).