Administrative Assistant

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

• The organization is dedicated to protecting the rights and well-being of refugees and displaced persons worldwide. UNHCR operates in over 130 countries and has a workforce of more than 18,000 staff members. Its mission is to ensure that everyone has the right to seek asylum and find safe refuge in another country, and to return home voluntarily, integrate locally, or resettle in a third country. UNHCR aims to safeguard the rights of refugees and ensure their access to essential services, including education, healthcare, and livelihood opportunities. The organization works closely with governments, NGOs, and other partners to provide humanitarian assistance and support sustainable solutions for displaced populations.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the Executive Office of the Representative in Chisinau, Moldova. The incumbent will provide comprehensive administrative support to the supervisor and the office as a whole, ensuring that routine services and activities are executed efficiently. This role involves liaising with various internal and external entities to facilitate effective service delivery and achieve organizational objectives. The Administrative Assistant will handle standard tasks that require a basic understanding of administrative rules and procedures, while also maintaining confidentiality and discretion in managing sensitive information. The position demands excellent organizational skills, attention to detail, and the ability to work under the guidance of the supervisor, ensuring that all administrative functions align with UNHCR's regulatory framework and core values of professionalism, integrity, and respect for diversity.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of duties, including but not limited to: arranging appointments and meetings, receiving visitors, screening telephone calls, responding to routine information requests, and taking notes during meetings. The incumbent will maintain both hard and electronic office files, classify and code materials, and manage incoming and outgoing correspondence. Additionally, the Administrative Assistant will draft routine correspondence and reports, facilitate personnel administrative formalities, maintain office inventory, and assist in monitoring expenditure. The role may also involve making logistical arrangements for seminars and workshops, monitoring office facilities, and supporting risk management efforts. The Administrative Assistant will perform other related duties as required, ensuring that all tasks are completed efficiently and effectively.

Required Qualifications:
Candidates must possess a minimum of one year of relevant experience in an administrative role, along with a High School Diploma or equivalent. A Bachelor's degree in Business Administration, Finance, Office Management, Human Resources, or a related field is preferred. Essential functional skills include computer literacy, familiarity with UN/UNHCR administrative rules and procedures, and experience with Enterprise Resource Planning (ERP) systems. Candidates should demonstrate integrity, confidentiality, and sound judgment in handling sensitive matters, as well as possess strong written and verbal communication skills. The ability to manage multiple priorities and interact effectively with high-level stakeholders is crucial for success in this role.

Educational Background:
The educational background required for this position includes a High School Diploma as a minimum qualification. A Bachelor's degree or higher in fields such as Business Administration, Finance, Office Management, or Human Resources is considered advantageous. Relevant certifications in these areas may also enhance a candidate's profile. The position does not specify any particular field of education beyond the general requirements, allowing for a range of educational backgrounds that align with the administrative functions of the role.

Experience:
The position requires candidates to have at least one year of relevant experience in an administrative, clerical, or secretarial role. Experience working with UN/UNHCR or other international public sector organizations is considered an asset. Candidates should have a proven track record of managing sensitive information, coordinating complex schedules, and providing administrative support in a fast-paced environment. Previous experience in similar positions is mandatory, and candidates may be required to undergo a skills assessment as part of the selection process.

Languages:
Knowledge of English and the UN working language of the duty station (Romanian) is mandatory. A working level of Russian is considered an asset. For General Service jobs, proficiency in English and/or the UN working language of the duty station is required. Candidates should demonstrate an overall ability of at least B2 level in the required languages, ensuring effective communication within the office and with external stakeholders.

Additional Notes:
This position is classified as a General Service role at the GS4 grade level. The contract is a regular assignment with a target start date of August 1, 202

• The position is full-time, and candidates must either be Moldovan citizens or possess the legal status necessary to work in Moldova. The compensation package includes a competitive annual net salary ranging from MDL 272,607 to MDL 318,047, depending on relevant experience. Mandatory deductions for medical insurance and pension fund enrollment will apply. Staff members will accrue annual leave at a rate of 2.5 working days for each full calendar month of service, totaling 30 working days per year. Additionally, staff members will be enrolled in the United Nations Joint Staff Pension Fund (UNJSPF) and have access to a Medical Insurance Plan (MIP) for themselves and eligible family members. UNHCR promotes diversity and inclusion in its workforce and encourages applications from all qualified candidates without discrimination.