Title of the Position: Senior Administrative Assistant
Position No: 10018528
Post Level: G5
Location: Tripoli-Libya
Duration: Initially 3 months, renewable
Closing Date: 20/November/2014
Position No: 10018528
Post Level: G5
Location: Tripoli-Libya
Duration: Initially 3 months, renewable
Closing Date: 20/November/2014
Starting Date: 01/December/2014
BACKGROUND
The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country. It also has a mandate to help stateless people. In more than six decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 7,190 people in more than 120 countries continues to help some 36.4 million persons.
1. Duties and Responsibilities:
- 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, licenses, 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;
- Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization
- 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, licenses, 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;
- Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization
2. Essential Minimum Qualification and Professional Experience Required
- 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;
- Minimum 5 years of job experience relevant to the function;
- Computer skills (MS office and PeopleSoft applications);
- Fluency in English and Arabic, both written and spoken.
- Minimum 5 years of job experience relevant to the function;
- Computer skills (MS office and PeopleSoft applications);
- Fluency in English and Arabic, both written and spoken.
3. Desirable qualifications & Competences
- University Degree in Business, Economics, Public Administration or other related field would be desirable, but it is not a requirement;
- Advanced computer skills (MS Office and PeopleSoft applications);
- Previous experience in work with international organisations.
4. Important Note
- Advanced computer skills (MS Office and PeopleSoft applications);
- Previous experience in work with international organisations.
4. Important Note
- Please send your application and letter of interest to LBYTRHR@unhcr.org. Please indicate the title and the position number in the subject of the email when you submit your application.
- This is a national position, only Libyan nationals are eligible to apply,