Administrative Assistant
Provide administrative assistance to the supervisor and/or Unit to ensure effective delivery of services.
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Overview
Provide administrative assistance to the supervisor and/or Unit to ensure effective delivery of services.
You have:
- 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
- Certificates and Licenses in Business Administration, Finance, Office Management, Human Resources or other related field
- Knowledge of English and UN working language of the duty station if not English
Deadline for Applications
March 1, 2026Hardship Level (not applicable for home-based)
E (most hardship)Family Type (not applicable for home-based)
Non Family with Residential LocationStaff Member / Affiliate Type
UNOPS LICA4Target Start Date
2026-04-01Terms of Reference
Termes de référence en pièce jointe.Standard Job Description
Administrative Assistant
Organizational Setting and Work Relationships The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding. The incumbent's workload and the assignments will remain under constant guidance and direction of the supervisor. The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality.
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 Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context). - Arrange appointments/meetings both internal and external, some involving high ranking officials. - Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required. - Maintain hard and electronic office files and records; classify and code material relating to a variety of topics; - Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system. - May be required to maintain/update confidential files. - Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology. - Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with processing personnel-related documentation. - Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded accurately. - Assist the supervisor to monitor and record expenditure/disbursement of funds. - Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division. - May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable; - Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required.
Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
Field(s) of Education Not applicable.
Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related field (Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience Essential Not specified
Desirable Not specified
Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (Functional Skills marked with an asterisk* are essential)
Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
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.
Required Languages
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Desired Languages
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Additional Qualifications
Skills
IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation
Certifications
Business Administration - Other, Finance - Other, HCR Learning Program - UNHCR, Human Resources - Other, Office Management - OtherWork Experience
Other information
This position doesn't require a functional clearance Remote
No
Potential interview questions
| Describe a time when you had to manage multiple tasks simultaneously and how you prioritized them. | This question assesses your ability to work under pressure and prioritize effectively. | Provide a specific example of your experience, outlining the tasks and how you decided which to tackle first. |
| How do you ensure the confidentiality of sensitive information in your work? | This question tests your understanding of discretion and confidentiality in administrative roles. | Pro members can see the explanation. |
| Can you give an example of how you've improved a process in your previous roles? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use to maintain organized office files and records? | Pro members can see the explanation. | Pro members can see the explanation. |
| Explain a time you had to communicate effectively with a difficult stakeholder. | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe an instance when you had to deal with unexpected changes at work. | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle a high volume of emails and correspondence? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to ensure accuracy in your reports and documentation? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 months ago
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Updated 3 months ago
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Source:
unhcr.org
