Senior Administrative Assistant

Job Posting Organization:
The job posting organization is UNHCR, the United Nations High Commissioner for Refugees. Established in 1950, UNHCR is mandated by the UN General Assembly to protect and assist refugees, asylum seekers, and stateless persons worldwide. The organization operates in over 130 countries and employs thousands of staff members dedicated to ensuring the rights and well-being of displaced individuals. UNHCR's mission is to safeguard the rights of refugees and to help them rebuild their lives in safety and dignity. The organization works closely with governments, NGOs, and other stakeholders to provide essential services and advocate for the rights of those it serves.

Job Overview:
The Senior Administrative Assistant position is crucial for supporting UNHCR's initiatives in the Philippines, particularly in relation to birth registration initiatives and cash-based interventions in climate-vulnerable areas. The role involves providing comprehensive administrative assistance to ensure that all tasks related to these initiatives are executed efficiently and effectively. The incumbent will be responsible for coordinating logistics, preparing documentation, and maintaining compliance with procurement and financial procedures. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various teams and stakeholders. The Senior Administrative Assistant will also play a vital role in supporting advocacy efforts and ensuring that administrative processes align with UNHCR's operational goals. The ideal candidate should possess strong organizational skills and a solid understanding of administrative functions within a humanitarian context.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for a variety of key activities, including:

• Coordinating with field teams and local partners to schedule and organize Birth Registration capacity building activities.
• Assisting in the preparation of documentation and logistical arrangements for field missions related to birth registration initiatives.
• Ensuring compliance with procurement and financial procedures for all activities.
• Supporting the administrative processing of cash assistance for beneficiaries in climate-vulnerable areas, including maintaining beneficiary lists and tracking payments.
• Liaising with finance and supply units to ensure timely disbursement and reporting of cash-based interventions.
• Providing logistical and administrative support for advocacy events, meetings, and consultations.
• Maintaining updated records of expenditures related to the OL adjustment and supporting the Programme unit in financial tracking.
• Preparing and processing administrative forms, travel authorizations, and ensuring timely submission of reports and documentation.
• Assisting in requisitioning office supplies and equipment, and managing distribution and inventory records. 1
• Facilitating travel arrangements for UNHCR staff and relevant partners, including visa issuance and accommodation bookings. 1
• Performing other related duties as required to support the overall mission of UNHCR in the Philippines.

Required Qualifications:
Candidates must possess a minimum of 2 years of relevant experience with a High School Diploma, or 1 year of relevant work experience with a Bachelor’s degree or equivalent. Familiarity with UNHCR administrative procedures and documentation standards is considered a strong asset. Candidates should demonstrate strong organizational and coordination skills, attention to detail, and the ability to work effectively in a multicultural, fast-paced environment with competing priorities. Key competencies include accountability, communication, organizational awareness, teamwork and collaboration, commitment to continuous learning, client and result orientation, analytical thinking, planning and organizing, and stakeholder management.

Educational Background:
The educational background required for this position includes a High School Diploma as a minimum qualification. However, candidates with a Bachelor’s degree or higher in fields such as Business Administration, Finance, Office Management, Human Resources, or other related fields will be preferred. Relevant certifications or licenses in these areas are also advantageous and may be required for certain aspects of the role.

Experience:
The position requires a minimum of 2 years of relevant experience in administrative roles, particularly within humanitarian or international organizations. Candidates should have a solid understanding of administrative processes and the ability to manage multiple tasks effectively. Experience working with UNHCR or similar organizations is highly desirable, as it provides insight into the specific administrative procedures and standards expected in this role.

Languages:
For General Service jobs, knowledge of English is mandatory, and familiarity with the UN working language of the duty station is also required if it is not English. Additionally, knowledge of Tagalog is considered beneficial and may enhance communication with local stakeholders and partners.

Additional Notes:
This position is classified under the UNOPS LICA5 category and is expected to start on December 1, 202

• The role is not remote and is based in Manila, Philippines. The organization emphasizes diversity and encourages qualified female applicants to apply. UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA), and all personnel are expected to adhere to this policy. The application process does not require any fees, and only shortlisted candidates will be contacted for further assessments.