Administrative Assistant

Job Posting Organization:
The job posting organization is UNHCR, the United Nations High Commissioner for Refugees, 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 employees. 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 also works to safeguard the rights of refugees and displaced persons, providing them with essential services and support to rebuild their lives.

Job Overview:
The Administrative Assistant position is designed to provide comprehensive administrative support to the immediate supervisor, the Head of the Office, and the Unit as a whole. The role is crucial for ensuring that routine services and activities within the administrative domain are executed effectively. The incumbent will be responsible for liaising with both internal and external entities to facilitate the smooth delivery of services and the achievement of organizational objectives. The tasks assigned to the Administrative Assistant are primarily standard and may involve limited interpretation of subject matter, focusing on information exchange between staff members and external officials. The position requires a basic understanding of administrative rules and procedures, as well as operational standards specific to a UNHCR office. The incumbent must maintain discretion and confidentiality in handling certain administrative and personnel functions, ensuring that all duties are performed in alignment with UNHCR's 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, both internal and external, which may involve high-ranking officials; receiving visitors and managing telephone calls; responding to routine information requests; taking notes during meetings; maintaining both hard and electronic office files and records; classifying and coding materials on various topics; sorting and distributing incoming and outgoing correspondence; maintaining a follow-up system for correspondence; drafting routine correspondence, memoranda, and reports; facilitating personnel administrative formalities and processing documents related to official travels, leaves, and staff movements; maintaining office inventory and supplies; monitoring asset management and ensuring accurate recording of UNHCR property procurements and disposals; assisting the supervisor in monitoring expenditure and disbursement of funds; making logistical and administrative arrangements for seminars and workshops; regulating and monitoring routine service provisions; ensuring proper functioning of office facilities and equipment; identifying and managing risks; and performing other related duties as required.

Required Qualifications:
The position requires a minimum of 1 year of relevant experience for candidates with a High School Diploma, or a Bachelor's degree or equivalent higher education. Essential qualifications include a background in Business Administration, Finance, Office Management, Human Resources, or a related field. Candidates must possess essential functional skills such as IT-Computer Literacy and familiarity with UN/UNHCR Administrative Rules, Regulations, and Procedures. Knowledge of Enterprise Resource Planning (ERP) systems is also essential for this role.

Educational Background:
Candidates must have at least a High School Diploma or equivalent, with a preference for those holding a Bachelor's degree in relevant fields such as Business Administration, Finance, Office Management, or Human Resources. Certifications in these areas are considered essential for the role, as they demonstrate a formal understanding of the necessary administrative and operational standards required by UNHCR.

Experience:
The position requires candidates to have at least 1 year of relevant experience in an administrative role. This experience should ideally be within a UN or similar international organization, where familiarity with administrative procedures and regulations is crucial. The role does not specify any additional desirable experience, but candidates with a background in humanitarian work or public service may have an advantage.

Languages:
For this position, knowledge of English is mandatory, as it is the UN working language. Additionally, candidates should be familiar with the local language of the duty station, which is Amharic in Ethiopia. Proficiency in other UN languages is considered an asset, enhancing communication capabilities within the diverse environment of UNHCR.

Additional Notes:
This position is classified under the UNOPS LICA4 category and is not remote. The target start date for the role is August 20, 2025, and the application deadline is September 23, 202

• The position is full-time and involves working within the UNHCR framework, which emphasizes accountability, integrity, and respect for diversity. All UNHCR staff members are expected to contribute to a safe and empowering work environment, actively preventing and responding to inappropriate conduct.