Descrição

JOB DESCRIPTION

Hardship Level

A (least hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

GS4

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

Job Posting End Date

December 6, 2023

Standard Job Description

Administrative 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.

– 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

G4 – 1 year relevant experience with High School Diploma; or 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

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 Profile

As the incumbent will support the office with admin related requests that may also include Finance and Travel related matters, the successful candidate should be familiar with low value procurement activities, petty cash disbursement and basic asset management. The incumbent does not perform supervisory functions but she/he is required to provide technical advice to a wide range of stakeholders, hence communication skills and teamwork mindset are fundamental for this position. The Administrative Assistant may also liaise with external entities, partners, and services providers regarding the organization of events, missions, and other similar activities. The nature of certain tasks requires discretion and confidentiality as per UNHCR standards and practices.

Required languages (expected Overall ability is at least B2 level):

English

,

,

Desired languages

,

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

Nature of Position:

To respond to the Venezuelan Emergency, UNHCR Brazil scaled up its presence in Amazonas through the establishment of a Field Office in its capital Manaus. The Office regularly works in collaboration with partners, including federal, state, and municipal governments; UN organizations, international and non-governmental organizations, and actively seeks engagement with the private sector. It is committed to the principle of participation, believing that people forced to flee, and stateless people should be involved in decisions that affect their lives. The Field Office falls under the supervision of the Sub Office in Boa Vista and supervises in turn the Field Unit in Belém.

Manaus is the largest city in the northern region of Brazil, with over 2 million inhabitants (IBGE, 2022), and one of the main reception areas in the country for refugees and migrants coming from Venezuela. According to the Federal Police, the government entity responsible for registering and documenting foreigners, over refugees and migrants of different nationalities were registered in the State of Amazonas between January 2018 and April 2023.

The Administrative Assistant should be able to perform a wide range of administrative and office support activities, being responsible for running and coordinating the day-to-day administrative duties for the Field Office in Manaus. This essential role provides support to management and the office through answering incoming communications, distributing mail correspondence, general admin duties such as filing, printing, or photocopying, data entry and various ad hoc duties. The incumbent would also support activities under the area of responsibility of the Field Office, therefore including other states in the northern region. Knowledge of ERP finance and administrative module is an asset to this position.

Living and Working Conditions:

Additional Qualifications

Skills

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

Certifications

Business Administration – Other, Finance – Other, HCR Learning Program – UNHCR, Human Resources – Other, Office Management – Other

Work Experience

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration

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Compendium

Additional Information

Functional clearance

This position doesn't require a functional clearance

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