Organizational Setting and Work Relationships 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 normally works under the direct supervision of more senior local or international staff, 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.

- 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 For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with 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 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 IT-PeopleSoft Applications (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.

Desired Candidate Profile

In Chile, UNHCR works together with government institutions, civil society organizations, municipalities, and the private sector to ensure access to protection, humanitarian assistance, and durable solutions to more than 400,000 Venezuelans, and 14,000 refugees, asylum-seekers and other individuals in need of international protection, who have sought safety in the country. Over the last couple of years, Chile has become the fourth most important country of destination for Venezuelans in Latin America after Colombia, Peru, and Ecuador.

At the request made by the UN Secretary-General to UNHCR and IOM on 12 April 2018, to lead and coordinate the response to refugees and migrants from Venezuela, UNHCR and IOM currently co-lead the National Platform for Refugees and Migrants from Venezuela in Chile and works closely with other UN sister agencies to ensure a holistic response to their plight.

The operation in Chile has a workforce of approximately 45 people, composed of staff members (both national and international), and affiliates. The National Office (NO) is in Santiago de Chile, with field presence in Iquique and Arica. The NO Chile falls under the scope of the Multi-country Office (MCO) Argentina, located in Buenos Aires, that covers also Bolivia, Paraguay and Uruguay. candidate should have proven experience of working on projects involving government actors, civil society, and other stakeholders; as well as solid experience on storytelling, planning and creating communication and audio-visual products for donors, social media, newsletter webpage and other platforms. The chosen candidate will also help on developing informative products for refugees regarding their rights and available services, as well as support on public event organization. The role encompasses a broad range of administrative tasks to support the operations of UNHCR. Responsibilities include facilitating meetings, supports the management of office logistics, assists in official missions, and processes various claims, ensuring the smooth functioning of the UNHCR's administrative duties. The position also involves handling sensitive documents, coordinating travel and visa arrangements, and maintaining communication with key stakeholders. Experience in similar positions in United Nations agencies and/or embassies is desirable. Desirable functional skills include attention to detail, excellent diplomatic and communication skills, a pleasant disposition and the ability to adapt to change and work independently when necessary. The ability to draft correspondence, background notes and talking points in English and Spanish is desirable. Experience in administration, travel and event planning is an added advantage for this position.Functional Clearance