Administrative Assistant at UNHCR

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INTERNAL / EXTERNAL VACANCY ANNOUNCEMENT

ZAMKAO/VA/ 2020/07

The Office of the United Nations High Commissioner for Refugees (UNHCR) in Zambia invites candidates to apply for the following position:

Job Title: Administrative Assistant

Position No: 10032098
Duty Station: Field Unit Kaoma – Kaoma District, Zambia
Contract Type/Level: FIXED TERM APPOINTMENT – GL 4
Issue Date: 15th January 2020
Closing Date: 29th January 2020, 16:00 hrs (Local time)

Applications Details:

How to Apply

INTERNAL CANDIDATES Staff members who wish to be considered for this position should send a motivation letter by email to ZAMLUHR@unhcr.org PLEASE REFER TO PPAL REGULATION No.16-22 on eligibility to apply (IOM/49-FOM/50/2012 dated 15 June refers). Applicants should clearly indicate the Title of the Position and Vacancy Notice Number: ZAMLU/VA/2020/… Please note that applications which do not have the post title and/or vacancy number on top of the envelope shall not be CONSIDERED. Candidates may be required to sit for a test. Due to the volume of applications, only short-listed candidates will be invited for interview. Former UNHCR General Service staff members, having held an Indefinite or FTA appointment for an uninterrupted period of at least one year may apply for internally advertised vacancies at their previous grade or equivalent or one grade above, if the seniority requirements are met, for a period of two years following separation. EXTERNAL CANDIDATES External candidates should submit a letter of motivation along with CV. Late applications will not be considered. Organisational Context: The Administrative Assistant is a position within an office that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative / Finance / Personnel / Procurement functions requires 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. The Position of Admin Assistant in UNHCR Field Unit Kaoma is under the direct supervision of and guidance of the Head of Field Unit Kaoma. The incumbent will be assists to execute local procurement, act as travel focal person for UNHCR Kaoma, provide Administrative support to the operation and supervise UNHCR Field Office Unit transport unit. The incumbent will keep frequent contacts with staff at various levels in the UNHCR Field Unit Kaoma and occasionally with staff in the Representation Office Lusaka. S/he will be in contact with local authorities, landlord, banks, suppliers and/or officials on the administrative matters, which may be of importance to the Organization. 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 Functional Statement: Accountability:

  • The Office has adequate services and supplies to deliver its operations;
  • UNHCR Office premises provide a healthy, safe and respectful working environment;
  • The Office has sufficient administrative support in the areas of finance, administrative as w ell as up to date and accurate data and records in MSRP and other systems.

Responsibility:

  • Maintain hard and electronic office files and records; classify and code materials 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;
  • Assist newly arriving or departing international staff members on opening/closing bank account; process their entitlement upon assignment;
  • Compile and verify budget and accounting data by checking files, calculating expenditure and estimating projections;
  • Issue PO and non-PO vouchers including monthly salaries of UNHCR national and international staff, daily subsistence allowance to staff going on official missions, cost of air-tickets, requisitions of goods and services based on agreements with the suppliers, office running common cost, rental and salary advances, lease agreements of UNHCR offices, etc.;
  • Maintain efficient and timely archiving system of physical and electronic files to ensure that all documents are accounted for;
  • Following instructions from the supervisor make logistic and administrative arrangements for seminars, workshops, and briefings that may be required by the Field Unit / Representation Office;
  • 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 by Supervisor.

Authority:

  • Negotiate with service providers for the Office;
  • Purchase materials and contract services for the office within the delegated authority limits;
  • Access the relevant information and financial records, Focus / MSRP data;
  • Verify the accuracy of data and reports pertaining to the functions.

Minimum Education and Experience:

  • Completion of high school or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related fields;
  • Minimum 4 years of previous job-related experience relevant to the functions;
  • Computer skills (MS office and People soft applications);
  • Fluency in English and working knowledge of another relevant UN language or local language (as applicable in the duty station);

Desirable Qualifications & Competencies:

  • Knowledge of UNHCR administrative and financial rules and procedures;
  • Knowledge and working experience of MSRP HR and Finance applications;
  • Completion of UNHCR Mandatory courses and specific training relevant to function of the position;
  • Knowledge of another relevant UN or local languages.

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