Senior Administrative Assistant

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

• The organization is dedicated to saving lives and protecting the rights of refugees, forcibly displaced communities, and stateless people. UNHCR works in over 130 countries, providing assistance and support to millions of people worldwide. The organization aims 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 mission is to safeguard the rights and well-being of refugees and to ensure that they can access the necessary resources to rebuild their lives. The organization employs thousands of staff members globally, working tirelessly to address the challenges faced by displaced individuals and communities.

Job Overview:
The Senior Administrative Assistant will play a crucial role in providing comprehensive administrative support to the UNHCR office in Deir ez-Zor. This position is essential for ensuring the smooth operation of the office and facilitating effective communication and coordination among staff members. The incumbent will work under the direct supervision of more senior local or international staff, who will provide guidance and monitor performance. The role requires a proactive approach to managing administrative tasks, including liaising with local suppliers and officials, maintaining personnel records, and assisting with travel arrangements. The Senior Administrative Assistant will also be responsible for drafting correspondence and reports, managing the supervisor's calendar, and ensuring that all administrative functions are carried out in accordance with UNHCR policies and procedures. This position demands a high level of professionalism, integrity, and respect for diversity, as the incumbent will be working in a multicultural environment and will be expected to uphold UNHCR's core values.

Duties and Responsibilities:
The Senior Administrative Assistant will have a diverse set of responsibilities, including but not limited to: assisting in the interpretation and processing of entitlements, issuing contracts, and maintaining personnel records; attending meetings related to administrative matters; monitoring attendance records, leave plans, and visa requirements for UNHCR staff; searching office files for information and preparing reports and correspondence; requisitioning office supplies and managing inventory; assisting with travel arrangements and visa issuance; drafting confidential correspondence and reports; managing the supervisor's calendar and receiving visitors; facilitating official missions of UNHCR staff; preparing attestations and certificates; processing claims for UNHCR staff; identifying and managing risks; and performing other related duties as required. The role requires a keen attention to detail, strong organizational skills, and the ability to handle sensitive information with discretion.

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. Essential qualifications include proficiency in IT and computer literacy, as well as familiarity with UN/UNHCR administrative rules and procedures. Candidates should also have experience in business administration, finance, office management, or human resources. Desirable qualifications include completion of UNHCR learning programs or specific training relevant to the functions of the position. Strong communication skills and the ability to work effectively in a multicultural environment are also essential.

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 advantageous. Relevant fields of study include Business Administration, Finance, Office Management, Human Resources, or other related disciplines. Certifications in these areas are considered essential for the role, as they demonstrate the candidate's commitment and expertise in administrative functions.

Experience:
The position requires candidates to have a minimum of 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 working with the United Nations or other international organizations is highly advantageous, as it provides familiarity with the specific administrative and operational procedures of such entities. Candidates should also have experience in business administration, finance, office management, or human resources, as well as experience with information technology systems and tools.

Languages:
For this position, knowledge of English is mandatory, along with proficiency in the UN working language of the duty station if it is not English. For General Service jobs, knowledge of English and/or the UN working language is required. Familiarity with the local language is also beneficial, as it enhances communication with local stakeholders and officials.

Additional Notes:
This position is classified under the UNOPS LICA5 category and is not home-based. The target start date for the position is February 1, 202

• The role is categorized under a hardship level of E, indicating a challenging working environment. The position is non-family, meaning that staff members are expected to work independently without accompanying family members. UNHCR emphasizes a zero-tolerance policy towards sexual exploitation and abuse, harassment, and discrimination, and all staff members are expected to contribute to a safe and respectful working environment. The organization encourages qualified female applicants to apply and does not charge any fees during the recruitment process.