UNHCR: Administrative Assistant
- Bratislava, Bratislavský kraj
- Dočasný pracovný pomer
- Plný úväzok
Temporary Assignment/ AppointmentHardship Level: H (no hardship)Family Type: Family
p/pp/pResidential location (if applicable)Remote work accepted: NoTarget Start Date: 2023-09-01Target End Date: 2023-12-31Job Posting End Date: September 5, 2023Standard Job DescriptionAdministrative AssistantOrganizational Setting and Work RelationshipsThe 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.DutiesWithin 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 QualificationsEducation & Professional Work ExperienceYears of Experience / Degree LevelG4 – 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higherField(s) of EducationN / ACertificates and/or LicensesBusiness Administration, Finance, Office Management, Human Resources or other related field (Certificates and Licenses marked with an asterisk* are essential)Relevant Job ExperienceEssentialNot specifiedDesirableNot specifiedFunctional Skills*IT-Computer LiteracyUN-UN/UNHCR Administrative Rules, Regulations and ProceduresIT-Enterprise Resource Planning (ERP)(Functional Skills marked with an asterisk* are essential)Language RequirementsFor 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.Desired Candidate Profile
Language requirements:Fluent knowledge of English and Slovak languages is required.Additional information:Candidates must be legally present in the Slovak Republic at the time of application, recruitment and hire.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.Mission: the incumbent of this position might be required to go on field missions within the Slovak Republic.Remuneration:In case of appointment, a competitive compensation and benefits package is offered.G-4 Salary range: NET EUR 1,413 – EUR 1,665Benefits:Annual leave: UNHCR staff members holding a temporary-term appointment will accrue annual leave at the rate of 1.5 working days for each full calendar months of service (i.e. 18 working days per year).Pension system: Staff members holding a temporary appointment will become participants in the United Nations Joint Staff Pension Fund (UNJSPF) after six months of service.Health insurance plan: locally recruited staff members in Slovakia will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members.Shortlisted candidates may be required to sit for a test. No late applications will be accepted. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).Functional Clearance
This position doesn’t require a functional clearanceRequired languages (expected Overall ability is at least B2 level)
Slovak,English,Additional Qualifications
SkillsIT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducationCertificationsBusiness Administration – Other, Finance – Other, HCR Learning Program – UNHCR, Human Resources – Other, Office Management – OtherWork ExperienceUNHCR Salary CalculatorDisclaimer: EURACTIV Slovensko nie je zodpovedný za obsah zverejnenej pracovnej ponuky.
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