TITRE DU POSTE: Administrative Assistant VACANCE DE POSTE : 20/HCR/KGL/VN/034 NUMERO DU POSTE 10032873

The Administrative Assistantwill provide administrative assistance to the immediate supervisor and/or Headof the Office, and/or to the Unit as a whole to ensure that routine servicesand activities within the administrative domain are properly implemented. Asper specific instructions, the incumbent may require liaising with other internalor external entities, to ensure effective delivery of services and achievementof objectives. The assignments are mostly standard tasks including limitedinterpretation of subject matter and information exchange between staff in theoffice, at the duty station and external officials of other institutions toensure mutual understanding. The incumbent’s workload and the assignments willremain under constant guidance and direction of the supervisor.


The Administrative Assistantis a position within an office/Division/Bureau that requires basic knowledge ofadministrative rules, procedures as well as operational standards of a UNHCRoffice. The nature of certain administrative/personnel functions requirediscretion and confidentiality.


All UNHCR staff members are accountable to performtheir duties as reflected in their job description. They do so within theirdelegated authorities, in line with the regulatory framework of UNHCR whichincludes the UN Charter, UN Staff Regulations and Rules, UNHCR Policiesand Administrative Instructions as well as relevant accountability frameworks.In addition, staff members are required to discharge their responsibilities ina manner consistent with the core, functional, cross-functional and managerialcompetencies and UNHCR’s core values of professionalism, integrity and respectfor diversity.


Shortlisted candidates may be required to sitfor a test. Only shortlisted candidates will be notified. No late applicationswill be accepted.

UNHCR is committed to diversity and welcomesapplications from qualified candidates regardless of disability, genderidentity, marital or civil partnership status, race, color or ethnic andnational origins, religion or belief, or sexual orientation.

UNHCR does not charge a fee at any stage of therecruitment process (application, interview meeting, processing, training orany other fees). Should you be asked for a fee or a benefit at any stage ofthis process, please report your concern to UNHCR’s Investigation Service (inspector@unhcr.org).


A competitive compensation and benefits package isoffered. For information on UN Salaries, allowances and benefits, please visitthe portal of the international Civil Service Commission at: http://icsc.un.org.




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 AdministrativeAssistant: please refer to the organizational context).


-         Arrange appointments/meetings bothinternal and external, some involving high ranking officials.

-         Receive visitors, place and screentelephone calls, respond to routine requests for information and take notes atmeetings as and when required.

-         Maintain hard and electronic officefiles and records; classify and code material relating to a variety of topics;

-         Receive, review, sort anddistribute all incoming and outgoing correspondence, office pouch and material,highlight priority items and attach necessary background information. Maintaina follow up system.

-         May be required to maintain/updateconfidential files.

-         Draft routine correspondence,memoranda and reports. Format more complex documents by using the appropriatetechnology.

-         Facilitate implementation ofPersonnel administrative formalities and processing of documents in relation toofficial travels, leaves and movements of staff. Support staff members withprocessing personnel-related documentation.

-         Maintain office inventory andstocks of office supplies. Monitor the asset management track to ensure alladmin procurements and disposal of UNHCR property are done and recordedaccurately.

-         Assist the supervisor to monitorand record expenditure/disbursement of funds.

-         Following instructions from thesupervisor make logistic and administrative arrangements for seminars,workshops, and briefings that may be required by the Office/Division.

-         May regulate and monitor routineprovision of services and/or shifts from providers, as and when applicable;

-         Monitor office/compound facilitiesand equipment and in consultation with the supervisor take appropriate actionto ensure proper functioning at all time.

-       Performother related duties as required.


Educational &Professional Work Experience


Years of experience/degreeLevel

·        4 years relevant experience with High schooldiploma

 Certificates and/or Licenses 

Business Administration,Finance,    Office Management, HumanResources

or other related field

Autres informations

Functional Skills


IT-Computer Literacy

UN-UN/UNHCR Administrative Rules,Regulations and Procedures

UN-UN/UNHCR Financial Rulesand Regulations and Procedures

IT-PeopleSoft Applications


Language Requirements

Knowledge of English and/or UN working languageof the duty station

Competency Requirements



Organizational Awareness

Teamwork & Collaboration

Commitment to ContinuousLearning

Client & ResultOrientation


Cross-Functional Competencies

Analytical Thinking

Planning and Organizing





Merci de vous assurer d’avoir compléter le formulaire P11 avant de soumettre votre candidature

Vous pouvez télécharger le formulaire P11 ci-joint P11 from and Supplementary P11 form

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