Senior Administrative Assistant
Provide administrative support to the office.
Overview
Provide administrative support to the office.
You have:
- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
- Knowledge of English and UN working language of the duty station if not English.
- Certificates in Business Administration, Finance, Office Management, Human Resources, or other related field are essential
- Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Deadline for Applications
June 9, 2026Grade
GS5Staff Member / Affiliate Type
General ServiceReason
Temporary > Temporary Assignment/ AppointmentHardship Level
A (least hardship)Family Type
Family<p></p><p></p>Residential location (if applicable)
Target Start Date
2026-06-01Target End Date
2026-12-31Standard Job Description
Senior Administrative Assistant
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
The ideal candidate is a detail‑oriented administrative professional with experience providing high level administrative and operational support in a project‑driven environment, preferably within an international organization. They have proven skills in coordinating travel, workshops, and events, maintaining accurate administrative and financial records, and supporting donor‑funded project reporting. The candidate demonstrates strong organizational and communication skills, integrity, discretion, and the ability to manage multiple priorities while ensuring compliance with internal controls and donor requirements.Functional Clearance
This position doesn't require a functional clearance****Required languages (expected Overall ability is at least B2 level)****
,
,
****Desired languages****
,
,
Additional Qualifications
Skills
IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), Project Financial Reporting, UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation
Certifications
Business Administration - Other, Finance - Other, Human Resources - Other, Office Management - OtherWork Experience
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information
Memo submitted for a simultaneous advertisement of the position.
Potential interview questions
| Can you describe a time when you had to manage multiple priorities? | This question assesses your ability to handle and prioritize tasks effectively. | Provide a specific example of how you organized and managed your tasks. |
| How do you ensure compliance with internal controls in your administrative duties? | This evaluates your understanding of compliance procedures. | Pro members can see the explanation. |
| Describe your experience with IT systems relevant to administrative functions. | Pro members can see the explanation. | Pro members can see the explanation. |
| Give an example of how you have maintained accurate administrative and financial records. | Pro members can see the explanation. | Pro members can see the explanation. |
| How would you handle a confidential document? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you describe your experience with travel coordination for staff or visitors? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to assist in administrative formalities related to visas and licenses? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you approach drafting correspondence that may be of a confidential nature? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 10 hours ago
-
Updated 15 minutes ago
-
Source:
unhcr.org
