Job Description

This position is advertised open to internal and external applicants.

Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

Senior Administrative Assistant Organizational Setting and Work Relationships The Senior Administrative Assistant will provide administrative support to the office where the position is located.

The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of a Senior Officer often Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties - Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.

- Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.

- Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.

- Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.

- Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.

- Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.

- Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.

- Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.

- Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.

- Prepare attestations and certificates required by the staff members for signature of senior officer.

- Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

- Perform other related duties as required.

Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher Field(s) of Education not specified (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Business Administration,           Finance,                     Office Management, Human Resources                    or other related field.

(Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified Desirable Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures UN-UN/UNHCR Financial Rules and Regulations and Procedures IT-PeopleSoft Applications (Functional Skills marked with an asterisk* are essential) Core Competencies: Accountability Communication Organizational Awareness Teamwork & Collaboration Commitment to Continuous Learning Client & Result Orientation Managerial Competencies: Not specified.

Cross-Functional Competencies: Analytical Thinking Planning and Organizing Knowledge of French and English is desirable.

. Interested Groupe 2 and external applicants need to apply online and complete the mandatory motivation letter.  For technical issues with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website.  https://www.unhcr.org/careers.html - Careers - Career opportunities - Other Opportunities - Vacancies - sort by Location or search by Job Opening number.

. Applications will be accepted only via the online portals. Please do not send application via email.

. Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

. The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

. UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.

. For any technical problems encountered during the online application, please send an email to the below email address titled - Online VA Query-your name and surname. Human Resources Kinshasa (Codkivac@unhcr.org) 3-month Temporary Appointment.

Closing date for submissions or applications is 01 March 2021.

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