Admin Assistant – Guesthouse Bldg Services, Qamishli, Syria At Office of the United Nations High Commissioner for Refugees (UNHCR)


Closing date: Thursday, 15 June 2023

Hardship Level (not applicable for home-based): E (most hardship)

Family Type (not applicable for home-based): Non Family

Staff Member / Affiliate Type: UNOPS LICA4

Target Start Date: 2023-05-29

Job Posting End Date: June 15, 2023

Terms of Reference

  •  Shortlisted candidates will be invited for an oral assessment (interview).
  •  Education: Diploma/Certificate in Business Administration, Finance, Office Management, Human Resources or other related fields
  •  Experience: 6 years relevant experience
  •  Languages: Knowledge of fluent English and Arabic.
  •  When completing the application, candidates are required to list all their language skills \u2013 including their mother tongue. The three broad levels are A1/A2 (\ Basic User\ ), B1/B2 (\ Independent User\ ), and C1/C2 (\ Proficient User\ ). Skills:
  •  Communication skills are extremely important.
  •  Excellent knowledge of computers, in particular PowerPoint, Excel, Word and Access, and of Internet is required. The ability to type according to UN standards is very desirable.

Key Competencies (Technical knowledge, managerial competencies or other personal competencies relevant to the performance of the assignment)

  •  Professionalism: Proven skills: ability to conduct independent research and analysis, identify issues, and recommend appropriate solutions. Very good knowledge of State/Region of assignment, including the cultural, political and economic dimensions. Ability to relate humanitarian affairs issues and perspectives, including gender issues, to political and socio-economic. Strong negotiation skills: ability to lead and gain assistance of others in a team endeavor, and to articulate coherent arguments to reach agreement. Ability to work under extreme pressure, on occasion in a highly stressful environment. Very good knowledge of institutional mandates, policies and guidelines pertaining to humanitarian affairs and sound knowledge of the institutions of the UN system.
  •  Judgment and Decision-making: Apply sound judgment to resolve a range of issues/ problems.
  •  Planning and Organizing: Proven ability to plan and organize, establish priorities, manage and monitor work plans, coordinate competing demands, and work to tight deadlines.
  •  Technological Awareness: Solid computer skills, including proficiency in word processing, spreadsheet applications, and relevant software packages, including e-mail.
  •  Communication: Proven ability to write in a clear and concise manner and to communicate effectively, including ability to prepare reports and conduct presentations, articulating options concisely, conveying maximum information, making and defending recommendations.
  •  Teamwork: Strong interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

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.
  •  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.

Required Languages: , ,

,

Additional Qualifications: Skills

Education

Certifications

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

Work Experience

Other information: This position doesn’t require a functional clearance

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