Administrative Assistant GS4 Temporary Appointment Bogota

Organizational Setting and Work Relationships

All UNHCR staff members are accountable for performing 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. 

To find out more information about UNHCR, please visit our website.
                        
Duties

* Within delegated authority, the Administrative Assistant will be responsible for the following duties:
* Arrange appointments/meetings both internal and external, some involving high ranking officials.
* Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.
* Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
* Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a
        follow up system.
* May be required to maintain/update confidential files.
* Draft routine correspondence, memoranda and reports. Format more complex documents by using the appropriate technology.
* Facilitate implementation of Personnel administrative formalities and processing of documents in relation to official travels, leaves and movements of staff. Support staff members with
        processing personnel-related documentation.
* Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all admin procurements and disposal of UNHCR property are done and recorded
        accurately.
* Assist the supervisor to monitor and record expenditure/disbursement of funds.
* Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Office/Division.
* May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
* Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
* Perform other related duties as required.


Minimum Qualifications

Education & Professional Work Experience

1-year relevant experience with High School Diploma; or Bachelor or equivalent or higher


Certificates and/or Licenses
Accounting, Business Administration, Finance, Office Management, Human Resources or another related field.;


Relevant Job Experience Desirable

Experience in performing administrative duties including administration of facilites and procurement of goods and services.


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

Language Requirements

Knowledge of Spanish (UN working language of the duty station) as well as working knowledge of English.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing If you wish to be considered for this vacancy, please submit your Personal History Information through MSRP by 06th October 2020 (At 23:59 hours - Geneva time).

Applications received in other ways or forms will not be considered. Contact information of previous employers must be included in the MSRP platform.

Shortlisted candidates will be required to sit for a competency-based interview; a test may be administered. Only shortlisted candidates will be notified. No late applications will be accepted.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. Only candidates of Colombian nationality will be considered for this vacancy.

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).


REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org
========================================================================================================
See below for this postion's Operational Context
======================================================================================================== Effective date: Mid-November

Operational context

The Senior Administrative Assistant is supervised by the Senior Finance Associate, who defines general work objectives and provides necessary advice and guidance. The incumbent works independently on regular assignments with an oversight from the supervisor. The incumbent normally does not supervise other staff.

S/he provides technical support with administrative duties, procurements and travel activities as well as   processing financial transactions, and monitors compliance with applicable financial and administrative rules and regulations, also refers to UNHCR Manuals and relevant policy papers on financial and administrative issues. 

Drafts correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.

S/he keeps frequent contacts with staff at various levels in the office, and exchange information internally and with third parties. This requires very good interpersonal skills as well as written and verbal skills.

In view that, from time to time, the incumbent is required back up other functions or rotate to other functions within the Administration and Finance Unit, and provide support to field offices, the incumbent should have a good understanding of administrative functions, a good accounting foundation coupled with relevant education in the areas of accounting, industrial engineering or business administration.