Senior Administrative Assistant

Job Posting Organization:
The United Nations High Commissioner for Refugees (UNHCR) is an international organization dedicated to protecting the rights and well-being of refugees and displaced persons. Established in 1950, UNHCR operates 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 it strives to promote durable solutions for refugees, including voluntary repatriation, local integration, or resettlement to a third country. UNHCR is committed to upholding the principles of humanity, integrity, and respect for diversity, and it employs thousands of staff members who work tirelessly to fulfill its mission.

Job Overview:
The Senior Administrative Assistant plays a crucial role in providing comprehensive administrative support to the UNHCR office in Caracas. This position is essential for ensuring the smooth operation of the office and involves a variety of tasks that require a high level of organization and attention to detail. The incumbent will work under the supervision of more senior staff members and will be responsible for managing administrative functions, liaising with local suppliers and officials, and assisting in the processing of personnel records and entitlements. The role requires a proactive approach to problem-solving and the ability to handle confidential information with discretion. The Senior Administrative Assistant will also be involved in coordinating travel arrangements, managing calendars, and facilitating communication within the office and with external stakeholders.

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 managing inventory; assisting with travel arrangements and visa issuance; drafting correspondence and reports, including confidential documents; managing the supervisor's calendar and receiving visitors; facilitating official missions of UNHCR staff; preparing attestations and certificates; processing claims by UNHCR staff; identifying and managing risks; and performing other related duties as required.

Required Qualifications:
Candidates for the Senior Administrative Assistant position 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, familiarity with UN/UNHCR administrative rules and regulations, and experience with PeopleSoft applications. Additionally, candidates should demonstrate strong organizational skills, attention to detail, and the ability to work effectively in a team environment. Completion of UNHCR learning programs or specific training relevant to the functions of the position is desirable.

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. Certificates and licenses in these areas are considered essential for the role.

Experience:
The level of experience required for the Senior Administrative Assistant position is at least 2 years of relevant experience for candidates with a High School Diploma, or 1 year of relevant experience for those with a Bachelor’s degree or higher. Experience in administrative roles within international organizations or NGOs is highly valued, as it demonstrates familiarity with the operational context and administrative procedures of such entities.

Languages:
For this position, knowledge of English is mandatory, as well as proficiency in the UN working language of the duty station, which is Spanish in this case. A B2 level of English is desirable, as the role will involve receiving and understanding information from headquarters in English, as well as supporting translations and communications when necessary. Knowledge of local languages is also beneficial but not required.

Additional Notes:
This position is classified as a General Service role at the GS5 grade level and is a temporary assignment with a target start date of September 1, 2026, and an end date of December 31, 202

• The role is family-type, indicating that it may accommodate family members of the staff. The UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA), and all staff members are expected to contribute to a safe and respectful working environment. The recruitment process does not involve any fees, and shortlisted candidates will be required to undergo a written test and/or oral interview.