Senior Administrative Assistant

Job Posting Organization:
The organization is the United Nations High Commissioner for Refugees (UNHCR), which was established in 195

• Its mission is to safeguard the rights and well-being of refugees, to ensure that everyone can exercise the right to seek asylum and find safe refuge in another state, and to return home voluntarily. UNHCR operates in over 130 countries and has a workforce of more than 18,000 staff members dedicated to helping those in need. The organization is committed to promoting the welfare of refugees and displaced persons, providing them with protection and assistance, and finding durable solutions to their plight.

Job Overview:
The Senior Administrative Assistant plays a crucial role in providing comprehensive administrative support to the office. This position is essential for ensuring the smooth operation of administrative functions, which include managing personnel records, facilitating travel arrangements, and maintaining office supplies. The incumbent will work under the supervision of more senior staff members and will be responsible for liaising with local suppliers and officials. The role requires a high level of discretion and confidentiality, as the assistant will handle sensitive information and documents. The Senior Administrative Assistant will also support financial transactions and human resources functions, making this position integral to the overall efficiency of the office.

Duties and Responsibilities:
The duties of the Senior Administrative Assistant include assisting in the interpretation and processing of entitlements, managing personnel records, and attending meetings related to administrative matters. The assistant will be responsible for monitoring attendance records, leave plans, and visa requirements for UNHCR staff. Additionally, the role involves searching office files for information, requisitioning office supplies, and assisting with travel arrangements. The incumbent will draft correspondence and reports, maintain the supervisor's calendar, and manage appointments. Other responsibilities include organizing office operations, facilitating official missions, and preparing necessary attestations and certificates. The assistant will also support financial management by participating in operational reviews, processing payments, and maintaining budget records. Furthermore, the role encompasses human resources tasks such as recruitment support, managing personnel data, and drafting HR correspondence.

Required Qualifications:
Candidates must possess a minimum of 2 years of relevant experience with a High School Diploma, or 1 year of relevant experience with a Bachelor’s degree or higher. Essential qualifications include proficiency in IT and computer literacy, familiarity with UN/UNHCR administrative rules and procedures, and experience with PeopleSoft applications. The ideal candidate should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively. Additionally, candidates should have a commitment to continuous learning and possess competencies in accountability, analytical thinking, and teamwork.

Educational Background:
The educational background required for this position includes a High School Diploma as a minimum, with a Bachelor’s degree in Business Administration, Finance, Office Management, Human Resources, or a related field being preferred. Relevant certifications in these areas are also considered essential for the role.

Experience:
The position requires candidates to have at least 2 years of relevant experience for those with a High School Diploma, or 1 year of relevant experience for those with a Bachelor’s degree or higher. Experience in administrative support, finance, and human resources is highly desirable, as the role encompasses a variety of functions across these areas.

Languages:
Knowledge of English is mandatory, and proficiency in the UN working language of the duty station is required if it is not English. For General Service jobs, knowledge of English and/or the UN working language is essential, and familiarity with the local language is considered an asset. The expected overall ability in the required languages should be at least at the B2 level.

Additional Notes:
The position is classified at the GS5 grade level and is a full-time role. It is essential for applicants to be legally eligible to work in Canada at the time of application, which includes Canadian citizens, permanent residents, and individuals with valid work permits. The role requires attention to detail and the ability to manage multiple responsibilities across different functional areas. Familiarity with systems such as Workday and standard financial tools is an asset. The incumbent will handle sensitive and confidential information, ensuring compliance with organizational privacy policies and data protection standards. The target start date for this position is September 1, 2025.