Temporary Appointment- Senior Administrative Assistant

Organization: UNHCR - United Nations High Commissioner for Refugees


Persons interested in applying for this position must be Panamanian Nationals or must be legally present in Panama at the time of application, recruitment and hire. Non- Panamanian citizens are required to attach a valid work permit to be considered for this vacancy.
Shortlisted candidates will be interviewed and might be requested to sit for a test.
Senior Administrative Assistant

Organizational Setting and Work Relationships
The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent will always function under direct supervision of a Senior Officer often Administrative Officer, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.

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
– 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, licences, 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.
– Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 – 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
not specified
(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
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*IT-Enterprise Resource Planning (ERP)
*IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
(Functional Skills marked with an asterisk* are essential)

Language Requirements:
Knowledge of English and/or UN working language of the duty station if not English.
Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation

Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing
Only shortlisted candidates will be notified. No late applications will be accepted. Female candidates are encouraged to apply. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
The closing date for submission of applications is Friday, 8 April 2022 (Midnight Geneva Time).

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