https://unhcr.wd3.myworkdayjobs.com/en-US/External/job/Snr-Admin-Assistant_JR2309677

Please note that effective 10 October 2022 we only accept applications submitted through the Workday portal.

Job Posting End Date
January 26, 2023

Hardship Level
H (no hardship)

Family Type
Family

Grade
GS5

Staff Member / Affiliate Type
General Service

Reason
Regular > Regular Assignment

Remote work accepted
No

Target Start Date
2023-02-01-08:00

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 normally works under the direct supervision of more senior local or international staff, 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.

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.

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

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
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
IT-PeopleSoft Applications
(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.
For General Service jobs:
Knowledge of English and/or UN working language of the duty station if not English.

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.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

The Resource Management Unit of DESS is located in Geneva and in Budapest where the team is led by a Resource Management Officer and it comprises of a Senior HR Associate, two Resource Management Associates and a Snr Admin Assistant. The team collectively reports to the Senior Resource Manager who is based in Geneva. RMU as a whole is part of the Office of the Director of DESS. RMU in Budapest provides support and advice to the DESS services (Supply Management Service, Emergency Services and CRMU) located in Budapest on general administrative, HR, programme and budgetary related issues. The incumbent of this position will assist the DESS services in the areas of drafting correspondence and reports in Accordance with UNHCR Administrative and Financial Rules and Regulations and using Workday data and other IT tools (MS Office applications). The incumbent will assist the delivery of general administrative and HR support inclusive of DSS processing (moves, new arrivals of staff), stationary and misc. order and provide admin support in the recruitment process of regular staff, interns and affiliates.

Additional information:

Candidates must be legally present in Hungary at the time of application, recruitment and hire.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.

For G5 -- 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher.
NOTE: A completed and relevant minimum first level university degree (equivalent to BA or higher) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements

Remuneration:

In case of appointment, a competitive compensation and benefits package is offered.
G5 -- Salary range: NET 473,465 HUF -- NET 554,437 HUF

Benefits:

Annual leave: UNHCR staff members holding a fixed-term appointment will accrue annual leave at the rate of 2.5 working days for each full calendar months of service (i.e. 30 working days per year).

Pension system: Staff members holding a fixed-term appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).

Health insurance plan: locally recruited staff members in Budapest will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.

Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Additional Qualifications

Skills:

IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education:
Certifications:
Business Administration -- Other, Finance -- Other, Human Resources -- Other, Office Management -- Other

Work Experience:
Competencies:
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration