Administrative Assistant
Staff Member / Affiliate TypeUNOPS LICA4
Target Start Date2024-05-01
Job Posting End Date April 27, 2024
Background
The United Nations Human Rights Council is a United Nations body whose mission is to promote and protect human rights around the world. The Council has 47 members elected for staggered three-year terms on a regional group basis. The headquarters of the Council are at the United Nations Office at Geneva in Switzerland.
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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.
About UNHRC
The UNHCR, or United Nations High Commissioner for Refugees, is a UN agency with the mandate to protect and support refugees around the world. Some key facts:
- It was established in 1950 by the UN General Assembly to aid Europeans displaced after World War 2.
- Today, UNHCR works in over 130 countries and has a presence worldwide to protect refugees, asylum seekers, internally displaced people, and stateless persons.
- The agency’s core functions are to provide protection and life-saving assistance to displaced populations, advocate for their rights, and help find long-term solutions like voluntary repatriation or local integration.
- UNHCR responds to emergencies and provides shelter, food, water, medical care and other basic necessities for refugees.
- It also works to uphold international refugee law and ensure refugees have access to fair asylum procedures and protection from being returned to dangerous situations.
- As of 2022, there are over 27 million refugees worldwide under UNHCR’s mandate. The average time spent in exile is 20 years, representing a significant portion of productive adult lives.
In summary, the UNHCR plays a crucial global role in safeguarding the rights and well-being of millions of refugees and displaced persons around the world each year.
Why work at UNHRC
Working at the UNHCR offers a range of opportunities to make a positive impact on the lives of refugees, displaced, and stateless persons. Here are some reasons why individuals may consider working at the UNHCR:
1. Meaningful Work: UNHCR staff work to protect and assist people fleeing conflict and persecution at a time when global forced displacement is at a record high. The agency’s workforce encompasses a wide range of specialized skills, including expertise in legal protection, administration, community services, public affairs, health, and other disciplines.
2. Global Reach: UNHCR operates in over 130 countries, providing protection and life-saving assistance to displaced populations. This global presence allows staff to engage in diverse and impactful work across different regions and contexts.
3. Inclusive Environment: UNHCR seeks to sustain and strengthen diversity to ensure equal opportunities and an inclusive working environment for its entire workforce. The organization welcomes colleagues and partners without distinction on the grounds of race, color, sex, national origin, age, religion, disability, sexual orientation, and gender identity.
4. Empowerment and Growth: UNHCR is mandated to deliver the best possible outcome in an environment where staff members are empowered and can grow both professionally and personally. The organization values inclusion, diversity, and gender equality, and encourages staff to find innovative, long-lasting solutions that better support the people they serve.
5. Positive Employee Feedback: According to reviews on Glassdoor, UNHCR has an overall rating of 4.3 out of 5, and 89% of employees would recommend working there to a friend. Employees commonly mention the pros of working at UNHCR to be benefits, career development, and coworkers.
In summary, working at the UNHCR provides an opportunity to contribute to meaningful and impactful work on a global scale, in an inclusive and empowering environment.
