Senior Administrative Assistant - UNHCR Libya

UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES (UNHCR)
INTERNAL / EXTERNAL VACANCY ANNOUNCEMENT
Vacancy Notice No. 83








Title of Post




Senior Administrative




Category/grade




General Service, G5









Assistant
































Post Number




NA




Type of contract




Temporary Appointment









(6 Months)
































Location




Benghazi, Libya




Date of Issue




09 August 2019






































Effective date of




ASAP




Closing Date




23 August 2019









assignment
































1. Organizational Setting and Work Relationships











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.
2.Duties
–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.
3. Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
4 years relevant experience with High school diploma plus Advanced Training/Certificate in Business Administration, Finance, Office Management, Human Resources or other related field.;
Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources or other related field.;
Relevant Job Experience
Essential:
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
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.
4. Competency Requirements
Core Competencies:
–Accountability
–Communication
–Organizational Awareness
–Teamwork & Collaboration
–Commitment to Continuous Learning
–Client & Result Orientation
Managerial Competencies:n/a
Cross-Functional Competencies:
–Analytical Thinking
–Planning and Organizing
Eligibility:
Internal candidates: Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (IOM/49-FOM/50/2012 dated 15 June 2012). If you have questions regarding your eligibility, you may also contact the HR Unit.
An applicant who has internal status is a staff member holding an indefinite or fixed-term appointment in any duty station in the country. Former UNHCR General Service staff members, having held an indefinite or fixed-term appointment for an uninterrupted period of at least one year may apply for internally advertised
vacancies at their previous grade or equivalent or one grade above, if the seniority requirements are met, for a period of two years following separation (if such criteria are not met, former staff members can still apply as external candidates).
External candidates: External candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.1
Remuneration:
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org
Submission of Applications:
–Interested candidates are to complete, sign and submit in a pdf format a new Personal History Form (Nov 2017 version) which includes a Letter of Interest for the specific position prior to the closing date of the vacancy notice through UNHCR Libya’s recruitment portal: http://www.unhcr.org/ly-jobs/
–Candidates must be Libyan citizens or hold a valid local work permit at the time of application. No relocation fees apply.
No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.
Please click on the link below to apply:
https://www.unhcr.org/ly-jobs/entry/3647/?pagenum=2

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