GradeGS4
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelE (most hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Target Start Date2023-05-15
Target End Date2024-05-15
Job Posting End DateMay 10, 2023
Standard Job DescriptionAdministrative 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. - 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 N / A 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.
Desired Candidate ProfileOperational Context:
North-west Syria has a population of approximately 4.5 million. Of these, 4.1 million are estimated to be in need of humanitarian assistance, with 2.9 million internally displaced, and 1.9 million living in camps and collective shelters. Until recently, almost all support to north-west Syria was provided remotely through partners. Since 14 February 2022, UNHCR staff have been able to physically access north-west Syria to visit project locations better identify and determine needs, and review assistance provided. With access, has been the opportunity to better understand the operating environment, and realign the existing porgramme and operational response.
Desired candidate profile:
Candidate is expected to ensure the effective functioning of the cross border operation office and premises including supervising the cleaning staff, liaison with security staff, cross border drivers, and liaising with the UNHCR Gaziantep Admin office for:
• I.T support
• Logistics support
• Building passes
• I.D cards
• Sim Cards
• Office and stationery supplies
• New Staff briefings
• Hotel bookings
Provision of admin support for mission planning and mission execution into NWS including MSCR forms and CONOPS
Drafts routine correspondence to respond to enquiries in respect to relevant administrative matters including withing the cross-border operation, and externally with Turkiye operation, and MENA Bureau.
Development of a staff welcome package
Development and maintenance of a business continuity plan
Other administrative support to the Head of cross border operation
Working knowledge of English required.
*This position is for initially 1 year with the possibility of extension.
PLEASE DO NOT USE TURKISH CHARACTERS IN YOUR NAME & SURNAME INFORMATION.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19, successful reference checks and integrity clearance.
A break of minimum 31 days is required before a staff member who currently holds a Fixed Term or Indefinite Appointment may be rehired on a Temporary Appointment.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Only short-listed candidates will be notified. The recruitment process might include written test and/or oral interview for this job opening. No late applications will be accepted.
External candidates must be legally present in Türkiye at the time of application, recruitment and hire.
Non-Turkish citizens are required to upload their residence permits or relevant documents under the ‘Certifications’ section, by selecting the type as ‘Personnel Administration – Other’, in order to be considered for this job opening. Applications by non-Turkish citizens will NOT be considered if a valid residence permit is not attached to the application.
For further information on how to apply, please visit ‘UNHCR - Application and Selection’ page, at https://www.unhcr.org/how-to-apply.html .
Functional ClearanceThis position doesn't require a functional clearance
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Additional Qualifications
SkillsIT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Finance - Other, HCR Learning Program - UNHCR, Human Resources - Other, Office Management - Other
Work Experience
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Other information
This vacancy is archived.