Admin Assistant

This Job Opening is available to eligible UNHCR staff members and external applicants. 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

Managerial Competencies
Not applicable

Cross-Functional Competencies
Analytical Thinking
Planning and Organizing ELIGIBILITY:

Candidates must be Congoleese Nationals.
Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit.

In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.

Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.

I. Currently employed locally recruited UNHCR staff members holding a Temporary Appointment;
II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females);
III. National United Nations Volunteers currently working for UNHCR;
IV. National UNOPS and individual contractors currently working for UNHCR;
V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member¿s personal grade;
VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;
VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;
VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.

External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country. Administrative Assistant

Organizational Setting and Work Relationships
The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole to ensure that routine services and activities within the administrative domain are properly implemented. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding. The incumbent¿s workload and the assignments will remain under constant guidance and direction of the supervisor.
The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality.

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
Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context).
- 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
Years of Experience / Degree Level
G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
N / A
(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
Not specified

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)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.



All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. 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

Managerial Competencies
Not applicable

Cross-Functional Competencies
Analytical Thinking
Planning and Organizing Language Requirements
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. ADDITIONAL INFORMATION:


¿ Interested internal candidates (Group 1 and Group 2) need apply through MSRP ¿ Self-Service ¿ Recruiting Activities ¿ Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.

¿ Interested 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. 

¿ Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will 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)
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See below for this postion's Operational Context
======================================================================================================== Recent security incidents on the side-lines of the December 2020 presidential election in the Central African Republic (CAR) have led to significant population movements into the DRC; since December 24, 2020. The provinces of Nord-Ubangui, Sud-Ubangui and Bas-Uele have received 99,053 Central African refugees according to local authorities and the Congolese Immigration Services.
This group of refugees is mostly women and children under 18 years of age dispersed in at least 49 generally landlocked sites across the 3 provinces covered by the Gbadolite Sub-office in addition to the old case load of 173,731 Central African refugees who arrived between 2013 and 2017.
Although access to these populations remains a major challenge and their needs are multiple, contrasting with the virtual absence of multisectoral care services in the reception sites, they nevertheless benefit from UNHCR¿s protection and assistance. UNHCR is also involved in managing the recent and ongoing influx of Central African refugees through the establishment of an emergency program in their favor and the coverage of their basic needs.

The Sub-Office manages two Field Offices (Libenge and Yakoma) and one Field Unit in Bili, with approximatively 80 workforce.

The S/he will provide administrative assistance to the Associate Administrative Associate based in Libenge. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives.

The position requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office.

Libenge is a town in Sud-Ubangi Province. It has a population of about some 496,865 inhabitants. The Ubangi is the border with the Central African Republic.
Access to shops, markets and especially food is very difficult. Most of goods comes from Gemena (290 km) or Bangui (110 km) and the prices are very high and the quality is also not the best one. There is no restaurant here and health facilities do not respect UNHCR standards.
Staff members are accommodated at UNHCR Guesthouse with individual rooms which have basic furniture, bathroom and kitchen and private housings very limited and poor can be found. There are no sports and recreational activities in town. But the office has now a gym. Some selection of fresh vegetables (only local ones) and fruits is sometimes available in the local market. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available with three telecom operators.
Electricity is mainly provided by generators.  The quality of the water is poor and most of the time is not available at night time. The climate for most of the year is characterized by humid and hot temperatures while the rainy season brings into surface crawling reptiles and insects. 
There are very limited medical facilities in Libenge that are not equipped to deal with serious medical cases. Evacuation opportunities are limited since there are only 2 flights per week. However, air ambulance evacuation can be organized for life threatening emergencies during day time.  Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. Malaria is the most common disease. As a general advice, applicants for the post should be psychologically prepared for living and working in such as context.
There are no banking facilities at Libenge and staff relies on Sub-Office Gbadolite. Telephone network are not very reliable but the Office has effective PAMA and Wifi. Closing date will be on Tuesday 28 Sepember 2021 at mi-nigth, Geneva Time