Senior Administrative Assistant (Temporary Appointment)

This Job Opening is open to internal candidates (Group 1 and Group 2),and external applicants based in the country. External candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country. Senior Administrative Assistant

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.

Functional Statement:

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.

Essential Minimum Qualifications and Experience:

-Two years relevant experience with High School Diploma; or one-year relevant work experience with Bachelor or equivalent or higher
-Fluency in French and working knowledge of English.

Desirable Qualifications & Competencies:

-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


Required Competencies:

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

Cross-functional Competencies:
-Analytical Thinking
-Planning and Organizing Competencies as defined in Job Profile English & French are essential for this Job Opening. Candidates will be shortlised against position requirements set out in the job description. they will be assessed on the bais of Operational Context, their qualifications and experience as well as performance during the tests. Only shortlisted candidates will be contacted for the written test and the interview.
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See below for this postion's Operational Context
======================================================================================================== In addition to the Administrative duties and responsibilities the Senior Administrative Assistant should perform, S/he is called upon to provide supply support to all activities pertaining to the supply chain function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR).

The incumbent receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those resources.

Other Desirable skills:
-SC-PeopleSoft Supply Chain Management;
-SC-Supply Planning;
-SC-Customs clearance;
-SC-Logistics;
-SC-Asset Management;
-SC-Fleet Management; Please note that the closing date for this job opening is Saturday 24 July 2021 (midnight Algiers time).