UNHCR

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Admin Assistant

Job Overview

Female candidates are strongly encouraged to apply

Title of Post Admin Assistant Category/grade General Service, G4
       
Post Number 10034447 Type of contract Fixed-term
appointment
     
Location Kirkuk, Iraq Date of Issue 05 April 2021
       
Effective date of As soon as possible Closing Date 18 April 2021
assignment
     

 

ORGANIZATIONAL SETTING, WORK RELATIONSHIPS and OPERATIONAL CONTEXT:

The Administrative Assistant will provide administrative and finance 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 and finance domain are properly implemented, this is in addition to enhancing a proper data entries for the fleet management and support the administrative/finance associate in the transportation unit management. 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 that requires administrative, Fleet Management and Finance rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality. The ideal candidate is someone who has UNHCR experience and already trained in UNHCR admin/finance modules and processing including of UNHCR MSRP system.

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:

  • 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.

 

Essential and Desirable Qualifications and Experience:

Essential:

  • Minimum of 1-year relevant experience with High School Diploma or Bachelor or equivalent or higher.
  • Relevant working experience with the other UN agencies or NGOs.
  • Good Computer skills.
  • Knowledge and working experience of MSRP.
  • Fluency in English and Arabic and Kurdish.

 

Desirable:

  • Working experience at UN agencies.
  • Fleet Management.

 

Certificates and/or Licenses:

  • Business Administration.
  • Office Management.
  • Human Resources.
  • or other related fields.

(Certificates and Licenses marked with an asterisk* are essential)

 

Functional Skills:

  • *IT-Computer Literacy
  • UN-UN/UNHCR Administrative Rules, Regulations and Procedures
  • UN-UN/UNHCR Financial Rules and Regulations and Procedures
  • IT-PeopleSoft Applications
  • SC-Fleet Management

(Functional Skills marked with an asterisk* are essential)

 

Competency Requirements:

Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation

 

Cross-Functional Competencies

  • Analytical Thinking
  • Planning and Organizing

 

Eligibility:

Internal candidates (Group 1 and Group 2):

Interested staff members should consult the Administrative Instruction on Recruitment and Assignments of Locally Recruited Staff (RALS) (UNHCR/AI/2020/1/REV.2 dated 16 March 2021). If you have questions regarding your eligibility, you may also contact the HR Unit. Internal candidates are Group 1 and vetted group 21 candidates.

 

Group 1: comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.

Group 2: Group 2 comprises candidates from the categories listed below after completion of one cumulative or continuous year of service in the country of the vacancy. The Group 2 status will be confirmed by DHR or the HR/Admin in the relevant country, as applicable:

  • Current locally recruited UNHCR staff members holding a temporary appointment
  • Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females)
  • National United Nations Volunteers currently working for UNHCR
  • National UNOPS and individual contractors currently working for UNHCR
  • Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade

 

1In order to be considered as group 2 candidates, the applicants must be vetted at the time of applications. To be considered for

Group 2 status, candidates must apply for an open call through the following link:  https://www.unhcr.org/iraq-jobs/entry/11409/

and go through the vetting process.

Vetting process takes around 8 weeks.

  • Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment
  • Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment.
  • Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.

 

Remuneration:

A competitive compensation and benefits package are offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

Submission of Applications:

If you wish to be considered for this vacancy, please submit your letter of motivation, updated factsheet (for internals), signed Personal History Form (for Group 2) through the online portal at https://www.unhcr.org/iraq-jobs/.

The Personal History Form and its supplementary sheet can also be downloaded from the portal.

No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for an oral interview. Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

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