Administrative Assistant

Job Posting Organization:
The job is posted by UNHCR (United Nations High Commissioner for Refugees), an organization established in 1950 with the mission to protect the rights and well-being of refugees. UNHCR operates in over 130 countries and has a workforce of more than 18,000 employees dedicated to providing assistance and support to those forced to flee their homes due to conflict or persecution. The organization aims to ensure that everyone has the right to seek asylum and find safe refuge in another country, and it works to promote durable solutions for refugees, including voluntary repatriation, local integration, or resettlement to a third country.

Job Overview:
The Administrative Assistant position is crucial for the smooth operation of the office, providing essential administrative support to the supervisor and the unit. The role involves managing routine services and activities, ensuring that they are implemented effectively. The incumbent will be responsible for liaising with both internal and external entities to facilitate communication and service delivery. The position requires a basic understanding of administrative rules and procedures, as well as the operational standards of a UNHCR office. The Administrative Assistant will handle standard tasks, which may include interpreting subject matter and exchanging information between staff and external officials. The role demands a high level of discretion and confidentiality, as it involves handling sensitive information and personnel functions. The incumbent will work under the guidance of the 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, receiving visitors, screening telephone calls, responding to routine information requests, and taking notes during meetings. The incumbent will maintain both hard and electronic office files, classify and code materials, and manage incoming and outgoing correspondence. They will also draft routine correspondence and reports, facilitate personnel administrative formalities, and support staff with processing documentation related to official travels and leaves. Additionally, the Administrative Assistant will maintain office inventory, monitor asset management, assist in financial record-keeping, and make logistical arrangements for seminars and workshops. The role may also involve monitoring office facilities and equipment, identifying risks, and ensuring proper functioning of services.

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 proficiency in IT and computer literacy, as well as familiarity with UNHCR administrative rules and regulations. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to work under pressure while maintaining confidentiality. The role requires effective communication skills and the ability to work collaboratively within a team.

Educational Background:
The position requires a High School Diploma or a Bachelor’s degree in Business Administration, Finance, Office Management, Human Resources, or a related field. Relevant certifications in these areas are considered essential for the role, as they provide foundational knowledge necessary for effective performance in administrative tasks.

Experience:
The Administrative Assistant role requires at least 1 year of relevant experience in an administrative capacity. This experience should ideally be within a UN or similar international organization, where familiarity with administrative procedures and protocols is beneficial. Candidates with experience in managing office operations, handling correspondence, and supporting personnel functions will be preferred.

Languages:
Knowledge of English is mandatory, along with proficiency in the UN working language of the duty station, which is French in Mauritania. Additional local language skills may be advantageous but are not required for this position.

Additional Notes:
This position is classified under the UNOPS LICA4 category and is not remote. It is a full-time role based in Nouakchott, Mauritania, with a target start date of April 1, 202

• The position is categorized under a non-family hardship level E, indicating that it may involve challenging living conditions. Candidates should be prepared for the unique challenges associated with working in a hardship location.