Administrative Assistant (m/f)

Description

• The United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; statelessness; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo and field offices in Pemba and Nampula, where this position is located. The working language in the UNHCR offices in Mozambique is English
• The Administrative Assistant will work under the direct supervision of the Head of Office. The incumbent of the position will work closely with colleagues from all departments in Maputo, Nampula and Pemba offices. In addition to the below listed tasks, the Administrative Assistant is required to process payments and other finance related tasks. The incumbent of the position is also responsible for the supervision of the drivers and management of the UNHCR vehicles. Given the complexity of the position, the incumbent of the position is expected to have experience in both administration and finance, and should be able to work with thight deadlines. He/She should have good command of Excel and Word. Supervisory experience will be considered as advantage
• 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
• Type of contract - Fixed-Term
• Post Number - 10012602
• The Effective Date of Assignment - As soon as possible

Duties

• 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

Requisites

• 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
• Certificates and/or Licenses:
• Business Administration
• Secretariat
• Office Management
• Human Resources or other relevant field
• Functional Skills:
• IT-Computer Literacy*
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• UN-UN/UNHCR Financial Rules and Regulations and Procedures
• IT-PeopleSoft Applications
• (Functional Skills marked with an asterisk* are essential)
• 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

Notes

• Eligibility: Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit
• In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies
• Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above
• Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy:
• Currently employed locally recruited UNHCR staff members holding a Temporary Appointment
• Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females)
• National United Nations Volunteers currently working for UNHCR
• National UNOPS and individual contractors currently working for UNHCR
• Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member¿s personal grade
• Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post
• Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post
• Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment
• External candidates: External candidates must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country
• Remuneration: A competitive compensation and benefits package is offered. For national consultancy, the salary is linked to the salary for National Professional Officers and is based on the experience of the selected candidate
• Interested internal candidates (Group 1 and Group 2) should apply through MSRP - Self-Service - Recruiting Activities - Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile
• Interested external applicants are also invited to apply online and complete the mandatory motivation letter. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. https://www.unhcr.org/careers.html - Careers - Career opportunities - Other Opportunities - Vacancies - sort by Location or search by Job Opening number
• Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and only candidates who have passed the test will be called for oral interviews. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees)
• Applications will be accepted only via the online portals. Please do not send application via email
• The evaluation of applicants will be conducted based on the information submitted during the application
• Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application
• UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality
• UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behaviour and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80