Administrative Assistant

Job Posting Organization:
The job posting organization is UNHCR, the United Nations High Commissioner for Refugees, which was established in 195

• Its mission is to safeguard the rights and well-being of refugees, to ensure that everyone can exercise the right to seek asylum and find safe refuge in another state, and to return home voluntarily. UNHCR operates in over 130 countries, employing more than 18,000 staff members worldwide. The organization is dedicated to providing protection and assistance to refugees and displaced persons, working to find durable solutions to their plight, and advocating for their rights and dignity.

Job Overview:
The Administrative Assistant position is crucial for the effective functioning of the Executive Office of the Representative in Chisinau, Moldova. The incumbent will provide comprehensive administrative support to the supervisor and the office as a whole, ensuring that routine services and activities are implemented efficiently. This role requires a basic understanding of administrative rules and procedures specific to UNHCR, as well as the ability to handle sensitive information with discretion. The Administrative Assistant will be responsible for managing schedules, coordinating meetings, and facilitating communication between various stakeholders, both internal and external. The position demands a proactive approach to problem-solving and the ability to work under pressure in a fast-paced environment. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to maintain confidentiality while managing multiple priorities.

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 inquiries, 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. Additionally, the Administrative Assistant will draft routine correspondence and reports, assist with personnel administrative formalities, maintain office inventory, and monitor expenditures. The role may also involve making logistical arrangements for seminars and workshops, monitoring office facilities, and ensuring proper functioning of equipment. The Administrative Assistant will support the identification and management of risks and opportunities impacting the office's objectives, ensuring effective decision-making in their area of responsibility.

Required Qualifications:
Candidates must possess a High School Diploma or equivalent, with at least one year of relevant experience. A Bachelor's degree in Business Administration, Finance, Office Management, Human Resources, or a related field is preferred. Essential functional skills include IT literacy, familiarity with UN/UNHCR administrative rules and procedures, and experience with Enterprise Resource Planning (ERP) systems. Candidates should demonstrate integrity, confidentiality, and sound judgment in handling sensitive matters, as well as excellent written and verbal communication skills. The ability to manage calendars, coordinate travel, and handle multiple priorities efficiently is crucial for success in this role.

Educational Background:
The minimum educational requirement for this position is a High School Diploma. However, candidates with a Bachelor's degree in a relevant field such as Business Administration, Finance, Office Management, or Human Resources will be given preference. Relevant certifications in these areas are also beneficial and may enhance a candidate's qualifications for the role.

Experience:
Candidates should have at least one year of relevant experience in an administrative, clerical, or secretarial role. Experience working with UN/UNHCR or other international public sector organizations is considered an asset. Previous experience in a similar position is mandatory, and candidates may be required to demonstrate their skills through a practical test during the selection process.

Languages:
Knowledge of English and Romanian is required for this position. A working level of Russian is considered an asset. For General Service jobs, proficiency in English and/or the UN working language of the duty station is essential, and knowledge of the local language is also beneficial. Candidates must demonstrate at least a B2 level of proficiency in the required languages.

Additional Notes:
This position is classified as a General Service role at the GS4 grade level. The contract is for a regular assignment with a target start date of September 1, 202

• The position is full-time, and candidates must have Moldovan citizenship or the legal status necessary to work in Moldova. The annual net salary for this position ranges from MDL 276,152 to MDL 322,182, depending on relevant experience, excluding allowances and mandatory deductions. Staff members will accrue annual leave at a rate of 2.5 working days for each full calendar month of service, amounting to 30 working days per year. Additionally, staff members will be enrolled in the United Nations Joint Staff Pension Fund and will have access to a Medical Insurance Plan.