UNHCR
AdministrativeAssistant
Neural analysis suggests this role is
optimal for Entry candidates.
“Administrative Assistant at UNHCR. Skills: Administrative assistance, Routine services and activities within the administrative domain, Information exchange between staff, Administrative rules, procedures as well as operational standards of a UNHCR office, Discretion and confidentiality, Arranging appointments/meetings, Receiving visitors, Placing and screening telephone calls, Responding to routine requests for information, Taking notes at meetings, Maintaining hard and electronic office files,”
Industry & Context.
Risk management
Discretion and confidentiality required for certain administrative/personnel functions, No tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power., 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.
What They're Looking For.
Must Have
High School or Bachelor or equivalent or higher, Business Administration, Finance, Office Management, Human Resources, IT-Computer Literacy, UN-UN/UNHCR Administrative Rules, Regulations and Procedures, IT-Enterprise Resource Planning (ERP)
Nice to Have
Familiarity with Enterprise Resource Planning (ERP) systems such as SAP, Oracle, or Workday, Experience using ERP systems for HR, finance, procurement, or supply chain processes, Ability to navigate ERP systems and perform routine transactions (e. g. , data entry, reporting, approvals), Understanding of basic ERP workflows and data structures
What You'll Do.
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.
Liaise with other internal or external entities
to ensure effective delivery of services and achievement of objectives.
Perform 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.
Arrange appointments/meetings both internal and external
some involving high ranking officials.
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 classify and code material relating to a variety of.
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
and briefings that may be required by the Office/Division.
May regulate and monitor routine provision of services and/or shifts from providers
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.
issues and concerns to a supervisor or to relevant functional colleague(s).
Perform other related duties as required.
Support the small operations in the region with non-location specific activities
such as raising and tracking requisitions.
Act as secretary for the Regional Committee on Contracts and the Regional Asset Management Board (preparing agendas
minutes and actions).
Serve as a key contact person with suppliers and external vendors.
Provide backup support to the Executive and the Protocol Units
ensuring continuity for executive tasks
official visits and events
and handling sensitive documents with discretion.
How You'll Work.
Team & Collaboration
Liaise with other internal or external entities; Information exchange between staff in the office, at the duty station and external officials of other institutions; Coordination across teams
Communication Scope
Written communication skills
Full Job Description
**Deadline for Applications** May 24, 2026 **Hardship Level** A (least hardship) **Family Type** Family **Residential location (if applicable)** **Grade** GS4 **Staff Member / Affiliate Type** General Service **Reason** Regular > Regular Assignment **Target Start Date** 2026-10-01 **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 UN
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