Job Opportunity at UNHCR Regional Bureau for Asia and the Pacific

About UNHCR

UNHCR, the UN Refugee Agency, established in December 1950, the Office of the United Nations High Commissioner for Refugees (UNHCR) is mandated to lead and coordinate international action to protect and assist refugees and other persons of concern. UNHCR has helped over 60 million people to restart their lives and works in 130 countries to care for the world’s millions of refugees, internally displaced and stateless persons.

Background

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 will always  function under direct supervision of a Senior Officer often Administrative Officer, 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. 

Position Available

Senior Administrative Assistant  

Job description

• 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. 
• Perform other related duties as required.

Requirement

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 

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; 

UN-UN/UNHCR Financial Rules and Regulations and Procedures 

IT-PeopleSoft Applications 

(Functional Skills marked with an asterisk* are essential)  

Language Requirements  

Fluent in English and Thai 

Competency Requirements 

Core Competencies:  

Accountability

Communication 

Organizational Awareness 

Teamwork & Collaboration 

Commitment to Continuous Learning 

Client & Result Orientation 

Managerial Competencies:  

Not specified. 

Cross-Functional Competencies:  

Analytical Thinking 

Planning and Organizing