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.
Accountability and Responsibilities:
• 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
• 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
• 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 organize and run UNHCR Office and Residential (wherever
• Facilitate various official missions of UNHCR staff and other persons of concern to
• Prepare attestations and certificates required by the staff members for signature of
• Assist in processing MIP and various other claims by UNHCR staff and other clients of
• Perform other related duties as required.
All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Planning and Organizing
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
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