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 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's work is guided by the principles of humanity, neutrality, impartiality, and independence, and it aims to provide life-saving assistance and protection to those in need.

Job Overview:
The Administrative Assistant position is crucial for providing administrative support to the immediate supervisor and the office as a whole. The role involves ensuring that routine services and activities within the administrative domain are effectively implemented. The incumbent will be responsible for liaising with various internal and external entities to facilitate the delivery of services and the achievement of organizational objectives. The position requires a basic understanding of administrative rules and procedures, as well as operational standards specific to UNHCR. The Administrative Assistant will handle standard tasks that may involve limited interpretation of subject matter and information exchange among staff and external officials. The role demands a high level of discretion and confidentiality, particularly concerning administrative and personnel functions. The incumbent will work under the constant guidance of their supervisor, 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, some of which may involve high-ranking officials; receiving visitors and managing telephone calls; responding to routine requests for information; maintaining hard and electronic office files and records; sorting and distributing incoming and outgoing correspondence; drafting routine correspondence and reports; facilitating personnel administrative formalities; maintaining office inventory and supplies; assisting in monitoring expenditure and disbursement of funds; making logistical arrangements for seminars and workshops; monitoring office facilities and equipment; and supporting the identification and management of risks. The role may also involve performing other related duties as required by the supervisor.

Required Qualifications:
Candidates must possess a minimum of 1 year of relevant experience with a High School Diploma, or a Bachelor’s degree or equivalent in a related field. Essential qualifications include knowledge of UNHCR administrative rules and procedures, as well as proficiency in IT and computer literacy. Candidates should also demonstrate strong organizational skills and the ability to work collaboratively in a team environment. Familiarity with Enterprise Resource Planning (ERP) systems is considered an asset. Additionally, candidates should exhibit a commitment to continuous learning and possess strong communication skills.

Educational Background:
The educational background required for this position includes a High School Diploma as a minimum, with a Bachelor’s degree or higher being preferred. Relevant fields of study include Business Administration, Finance, Office Management, Human Resources, or other related disciplines. Certifications in these areas are also beneficial and may enhance a candidate's application.

Experience:
The position requires candidates to have at least 1 year of relevant experience in an administrative role. This experience should ideally be within an international organization or a similar environment where administrative procedures and protocols are followed. Candidates with experience in handling sensitive information and working in a multicultural setting will be given preference.

Languages:
The mandatory language requirement for this position is proficiency in English and the UN working language of the duty station, which is Spanish in this case. Candidates should demonstrate an overall ability of at least B2 level in these languages. Knowledge of additional languages is considered a desirable asset, particularly those relevant to the local context or the populations served by UNHCR.

Additional Notes:
This position is classified at the GS4 level and is a regular assignment with a target start date of September 15, 202

• The role is full-time and may involve working with a family type of contract. The position is based in Madrid, Spain, and candidates may be required to undergo a written test and interview as part of the selection process. The UNHCR emphasizes the importance of creating a safe and empowering work environment, and all staff members are expected to contribute to this goal.