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Senior Admin Assistant

Rome (Italy)

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Rome (Italy)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2020-12-03

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This Job Opening is available to eligible UNHCR staff members and external applicants. This is a UNOPS ICA vacancy, Level 5. a. Education
Completion of secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related field.

b. Work Experience
Minimum 2 years of previous job experience relevant to the function.

c. Key Competencies
Computer skills (MS office is essential, People soft applications desirable).
Very good planning and organizing skills.
Ability to work under pressure and deliver within tight deadlines.

Staff and resource management skills are desirable.
Previous experience with UNHCR is an asset. Under the supervision of the Protection Associate (RSD), in coordination with the Administration Unit, the incumbent will:

a. Contribute to ensuring continuity of UNHCR¿s presence in RSD decision-making activities by planning regular attendance - virtual or in-person - of UNHCR RSD personnel to TCs¿ activities and arranging temporary replacements whenever needed;

b. Act as Leave Monitor for all TC personnel on UNOPS ICAs (collecting leave requests, updating attendance record cards, verifying leave balances);

c. Perform HR-related matters concerning TC personnel on UNOPS ICAs (e.g. preparing ToRs for ICA extensions, changes in duty stations, follow-up on new recruitment requirements), in coordination with HR colleagues, and liaise with competent counterparts at the Ministry of Interior for regular updates on personnel lists;

d. Arrange official mission travels of TC personnel, in close coordination with the Travel Unit (processing mission requests, liaising with the travel agency for ticket bookings, issuing travel authorizations and following up with approval processes, verifying travel claims upon travelers' return from missions, liaise with Finance wherever necessary);

e. Assist in making logistic and administrative arrangements for TC coordination meetings and other events as required;

f. Provide assistance in monitoring the TC budget implementation, preparing Payment Requests and recording expenditures;

g. Provide assistance with regard to staff management activities, including staff development, training monitoring, and duty of care, by devoting special attention to the impact of COVID-19 pandemic on staff health and welfare;

h. Attend meetings on day-to-day TC-related administrative matters;

i. Perform other tasks deemed necessary by the Supervisor in order to meet the level of the services in the Organization. Fluency in English and excellent knowledge of Italian. Only short-listed candidates will be contacted.
The selection process comprises of both oral and written assessment.
The selected candidate will be provided with a first contract of 3 months (probationary period). Further extension will be provided depending on performance.
For any information, please contact the HR Rome Team through itarovacancies@unhcr.org
========================================================================================================
See below for this postion's Operational Context
======================================================================================================== Since 2005, UNHCR has been fully engaged in the Italian State Refugee Status Determination (RSD) procedure, by participating in the National Commission for the Right of Asylum, with an advisory role, and in the decentralized system of Territorial Commissions for the Recognition of International Protection (TCs), through RSD decision-makers, as fully-fledged members.

The Territorial Commissions¿ composition was changed with a legislative reform approved in 2017, which led to the entry into service, in 2018, of professional and specialized RSD staff of the Ministry of Interior. The reformed system maintains UNHCR¿s presence in the TCs with a decision-making role, through the expert on international protection and human rights, designated by UNHCR.

In 2020, UNHCR participates in decision-making activities of 41 Territorial Commissions and Sections, while conducting Quality Monitoring, Capacity Development, Judicial Engagement, Anti-Trafficking and SGBV activities at the central level. The assistance of a dedicated Admin person to the RSD team is, therefore, strongly required. Since 2005, UNHCR has been fully engaged in the Italian State Refugee Status Determination (RSD) procedure, by participating in the National Commission for the Right of Asylum, with an advisory role, and in the decentralized system of Territorial Commissions for the Recognition of International Protection (TCs), through RSD decision-makers, as fully-fledged members.

The Territorial Commissions¿ composition was changed with a legislative reform approved in 2017, which led to the entry into service, in 2018, of professional and specialized RSD staff of the Ministry of Interior. The reformed system maintains UNHCR¿s presence in the TCs with a decision-making role, through the expert on international protection and human rights, designated by UNHCR.

In 2020, UNHCR participates in decision-making activities of 41 Territorial Commissions and Sections, while conducting Quality Monitoring, Capacity Development, Judicial Engagement, Anti-Trafficking and SGBV activities at the central level. The assistance of a dedicated Admin person to the RSD team is, therefore, strongly required. The Closing Date is 03/12/2020 h.23:59 (Geneva time)
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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