Senior Administrative Assistant

Provide administrative support and assist in personnel management.

UNHCR - UN High Commissioner for Refugees

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Caracas (Venezuela)

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Overview

Provide administrative support and assist in personnel management.

You have:

For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Knowledge of English and/or UN working language of the duty station if not English.
Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Certificates and/or Licenses in Business Administration, Finance, Office Management, Human Resources, or other related field are essential.

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Details

Deadline for Applications

August 24, 2026Grade

GS5Staff Member / Affiliate Type

General ServiceReason

Temporary > Temporary Assignment/ AppointmentHardship Level

DFamily Type

Family<p></p><p></p>Residential location (if applicable)

Target Start Date

2026-09-01Target 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

A B2 level of English is desirable, as the role will require receiving and understanding information from headquarters in English, as well as supporting translations and written or verbal communications when needed.

Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at [email protected] or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.Functional Clearance

This position doesn't require a functional clearanceRequired languages (expected Overall ability is at least B2 level)

English,

Spanish,

Desired languages

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, Human Resources - Other, Office Management - OtherWork Experience

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Potential interview questions

Describe your experience in providing administrative support in a previous role.	The interviewer wants to understand your practical skills in administrative tasks.	Provide specific examples demonstrating your responsibilities and accomplishments in similar roles.
How do you prioritize competing tasks in a busy administrative environment?	This question assesses your organizational skills and prioritization abilities.	Pro members can see the explanation.
Can you give an example of how you managed sensitive information in the workplace?	Pro members can see the explanation.	Pro members can see the explanation.
What methods do you use to maintain accurate records and files?	Pro members can see the explanation.	Pro members can see the explanation.
How do you handle communication with officials and partners from diverse backgrounds?	Pro members can see the explanation.	Pro members can see the explanation.
What experience do you have with travel arrangements and visa processes?	Pro members can see the explanation.	Pro members can see the explanation.
How would you support a supervisor in managing their calendar and appointments?	Pro members can see the explanation.	Pro members can see the explanation.
Can you discuss a time when you identified a risk in the office? What action did you take?	Pro members can see the explanation.	Pro members can see the explanation.