Senior Administrative Assistant

Job Posting Organization:
The job posting organization is UNOPS, which stands for the United Nations Office for Project Services. Established to support the implementation of projects and programs for the United Nations and its partners, UNOPS aims to provide efficient and effective project management, procurement, and infrastructure services. The organization operates in multiple countries around the world, focusing on sustainable development and humanitarian assistance. UNOPS is committed to delivering high-quality services while adhering to the principles of transparency, accountability, and integrity. The organization employs a diverse workforce and fosters an inclusive work environment that values the contributions of all employees.

Job Overview:
The Senior Administrative Assistant position is designed to provide comprehensive administrative support to the office in Manila. The incumbent will work under the direct supervision of more senior local or international staff, ensuring that all administrative functions are carried out efficiently and effectively. This role is crucial for maintaining the smooth operation of the office, as it involves liaising with local suppliers, officials, and implementing partners on routine matters. The Senior Administrative Assistant will be responsible for managing various administrative tasks, including processing entitlements, maintaining personnel records, and assisting with travel arrangements. The position requires a proactive approach to problem-solving and the ability to handle confidential information with discretion. The successful candidate will be expected to contribute to the overall effectiveness of the office by supporting the management in organizing and running the UNHCR Office and Residential compounds, as well as facilitating official missions of UNHCR staff and other persons of concern.

Duties and Responsibilities:
The duties and responsibilities of the Senior Administrative Assistant include, but are 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 equipment; assisting with travel arrangements and visa renewals; drafting correspondence and reports, including confidential documents; managing the supervisor's calendar and appointments; receiving visitors and answering queries; maintaining lists of contacts; organizing and running office and residential compounds; preparing attestations and certificates; processing claims by UNHCR staff; identifying and managing risks; and performing other related duties as required.

Required Qualifications:
The required qualifications for the Senior Administrative Assistant position include 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. Candidates should possess certificates or licenses in Business Administration, Finance, Office Management, Human Resources, or other related fields. Essential functional skills include IT-computer literacy and familiarity with UN/UNHCR administrative rules and regulations. Knowledge of PeopleSoft applications is also essential. Candidates should demonstrate a commitment to creating a safe and empowering work environment, free from harassment and discrimination.

Educational Background:
Candidates for the Senior Administrative Assistant position should have a High School Diploma as a minimum educational requirement. A Bachelor’s degree or higher in a relevant field such as Business Administration, Finance, Office Management, or Human Resources is preferred. While specific field education is not mandatory, relevant certifications in the aforementioned areas are considered essential for the role.

Experience:
The level of experience required for this position is at least 2 years of relevant experience for candidates with a High School Diploma. For those with a Bachelor’s degree or higher, 1 year of relevant work experience is sufficient. Experience in administrative roles within international organizations or similar environments is highly desirable, as it demonstrates familiarity with the operational context and administrative procedures of UN agencies.

Languages:
For this position, knowledge of English is mandatory, as it is the working language of the duty station. Additionally, candidates should be familiar with the UN working language of the duty station if it is not English. Knowledge of the local language is also beneficial, particularly for General Service jobs, where proficiency in English and/or the UN working language is required.

Additional Notes:
This position is classified under the UNOPS LICA5 category and is not remote. The target start date for the position is February 23, 202

• The role is full-time and involves working in a family-type environment, although the hardship level is classified as A, indicating the least hardship. All UNHCR workforce members are expected to contribute to a safe and respectful working environment, adhering to the organization's core values and principles.