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Senior Administrative Assistant (G5) - Temporary Appointment

Lesbos

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Lesbos
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

This position is open to all applicants.

Non-EU applicants can apply provided they have the required documents to work in Greece.

Interested applicants are invited to apply on-line either through MSRP self-service (candidates with MSRP access) or using the external Careers pages www.unhcr.org/careers and https://www.unhcr.org/gr-jobs/   (External candidates).

Kindly note that only electronic applications submitted through the website mentioned above will be considered. Operational Context

There are over 119,000 asylum-seekers and refugees currently hosted in Greece who arrived and remained since the 2015 ¿ 2016 humanitarian emergency. In 2020, until mid-December, 15,400 people had arrived either by sea or by land, mostly from Afghanistan and Syria. UNHCR supports the Government who coordinates the refugee and migrant response in the development of policy, capacity building and targeted interventions in the areas of reception, asylum procedures, and for finding durable solutions. UNHCR has multiple interventions in core areas of Child Protection, GBV, and other areas addressing specific needs of persons of concern. The Office also retains a readiness to respond to emergencies and new arrivals, with particular focus on immediate support to the most vulnerable.
In 2021, UNHCR is working with the Ministry of Migration and Asylum to finalize transition of the large scale ESTIA accommodation programme by Q1 and will thereafter provide training and capacity support to Government ESTIA partners on protection, reception and asylum standards. The large-scale ESTIA cash assistance programme is to be transitioned to the Greek authorities by end-June 2021. UNHCR also supports the Government¿s prevention and response to COVID-19 through CWC, technical interventions, increased coordination and protecting asylum-seekers at high-risk of COVID-19 complications.
While the situation on mainland Greece is better overall, most of the roughly 19,500 asylum-seekers at the reception and identification centres on the Greek Aegean Islands must cope with difficult living conditions and are exposed to various security risks. UNHCR has long warned of the urgent need to address the situation and conditions for asylum-seekers on the Aegean Islands. Continued support is also needed from European countries and European Union institutions in providing immediate protection to those most at-risk through sufficient resources, ensuring capacity in the country and responsibility-sharing through expedited relocations of unaccompanied children and other vulnerable people. UNHCR, along with other actors, fully supports the ongoing relocation process, led by the Greek government and supported by the European Commission, of unaccompanied children, asylum-seeking families with children with severe medical conditions and beneficiaries of international protection. As of mid-December 2020, almost 2,000 people had been relocated from Greece to ten European countries. UNHCR will continue to assist Greek authorities in responding to both short-term and long-term challenges.

Overview of the functions of the post

The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant will have direct supervision of the Drivers team. The incumbent will always function under direct supervision of the Administrative Associate of Sub Office Lesvos, 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

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.

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 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.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level
- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Certificates and/or Licenses
Desirable:
- Business Administration, Finance, Office Management, Human Resources or other related field.

Relevant Job Experience
Desirable:
- Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
Essential:
- IT-Computer Literacy

Desirable:
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- UN-UN/UNHCR Financial Rules and Regulations and Procedures
- IT-PeopleSoft Applications

Language Requirements
- Knowledge of English and/or UN working language of the duty station if not English.

Competencies

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

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

Managerial Competencies
Not specified.

Cross-Functional Competencies
- Analytical Thinking
- Planning and Organizing

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. The duration of the temporary appointment is six (6) months.

The closing date for submission is 13 May 2021 (Midnight, Geneva).
- No late applications will be accepted.
- Only shortlisted applicants will be contacted.
- Shortlisted candidates might be required to sit for a written test and will have to undergo an oral interview.

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

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.
This vacancy is now closed.
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