Senior Administrative Assistant
UNHCR
The United Nations High Commissioner for Refugees is seeking for qualified candidate to fill the following post:

Candidate who wish to be considered for this vacancy notice should fill the motivation letter and submit updated P11 Form

Vacancy No: 18/HCR/KRT/VA/058
Contract Type: Fixed Term Appointment
Section/Unit: Admin
Grade Level: G5
Supervisor: Associate Protocol Officer
No. of Post: 10006747
Duty Station: Khartoum
Duration: One Year Contract
Closing Date: 19 Nov 2018

 
Background:

ORGANIZATIONAL CONTEXT:

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 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.

 

Operational Context:

 

The incumbent will function under direct supervision of the Associate Protocol Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local and relevant governmental offices and UNHCR different units and sections in Khartoum and the Field Offices under the direction of the supervisor and can act as a good team player in a reproductive work environment.

 

The incumbent will be responsible for documentations and filing system within the unit and will assist in the various processes involving the Ministry of Foreign Affairs such as visa, registration, stay permits, Diplomatic ID cards, issuance of driving licences, travel arrangements and other similar documents. S/he will also assist in protocol tasks at the airport (counter visa, arrival of official missions of UNHCR and staff).

The incumbent will need to have sound computer and drafting skills to be able to draft correspondences and reports, as required on general protocol or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.

 



 
Duties and responsibilities:

 

FUNCTIONAL STATEMENT

 

  • 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 ; 
  • 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 Qualification, Skills and Experience Required:

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

 

  • 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 5 years 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 & 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.

 


Only short listed candidates will be notified.

Female candidates are strongly encouraged to apply

Candidate Assessments may include a written examination followed by a Competency Based Interview.

 




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