Hardship Level (not applicable for home-based) A (least hardship)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS LICA4

Target Start Date 2023-06-01

Job Posting End Date May 24, 2023

Terms of Reference 1. General Background

The PSP MENA operation has been growing steadily and significantly over the past few years, reaching 60 team members (between staff, UNOPS and consultants). With a projected income of 27.8 million USD in 2018 it is imperative that PSP operation continue to make changes to the staff structure, where adding and/or replacing candidates is a necessary part of the process. The need for extra resources to help with the ever-growing tasks and responsibilities is becoming crucial. These range from inducting staff into the office and all related duties, attendance, managing leave and arranging all travels.

The Administrative Assistant will provide administrative assistance to the immediate supervisor and Head of the Office to ensure that routine services and activities within the administrative domain are properly implemented.

The incumbent receives regular guidance and instructions from the supervisor on successive steps. S/he may liaise with other internal or external entities on routine matters and on more complex subjects upon specific instructions of the supervisor. The nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standards and practices.

2. Purpose and Scope of Assignment

Under the supervision of the Senior Administrative/Finance Associate, the individual contractor will assist in the following:

• Developing or maintaining an accurate and up to date records management system (including classifying and coding electronic and hardcopy files).
• Draft routine correspondence, memoranda, and reports by using the appropriate technology.
• Search and retrieve office files and reproduce documentation and background material for reference and action by the supervisor, as and when required.
• Receive, register, route correspondence and office pouch. Maintain a follow up system.
• 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 Senior PSP Officer.
• Aiding in the procurement process, starting with acquiring quotations up to and including the finalization of the whole process.
• Providing assistance in the arrangement of travel including hotel and transportation bookings.
• Monitor office facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
• Working cooperatively with Admin Associates and the rest of the PSP MENA team to support the achievement and delivery of PSP annual work plan activities in general and admin/ finance goals and objectives.
• Any other responsibilities/functions deemed necessary by the supervisor/or Senior PSP Officer to meet the level of the services in the organization.
• Perform other related duties as required.

3. Qualifications and Experience

a. Education

• Completion of Secondary education with certificate/training in Business Administration, Finance, Office Management , Human Resources or other related field.

b. Work Experience

• Minimum 1 year of previous job experience relevant to the function;
• Computer skills (MS office and People soft applications).
• Fluency in English and working knowledge of another relevant UN language or local language.
• In offices where the working language is not English, excellent knowledge of working language of duty station and working knowledge of English.

c. Key Competencies

• Analytical Thinking
• Good knowledge of UNHCR Admin and financial rules, procedures and processes;
• Knowledge and working experience of MSRP (Peoplesoft);
• Prior exposure to UNHCR refugee operations and functions relating to field office administration.
• Excellent organizational skills.
• Excellent communication and interpersonal skills.
• Attention to detail.

Standard

Required Languages

,

Desired Languages

,

Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information - This position is open for UAE nationals and candidates who have a valid residency in UAE upon submitting the application.
- Candidates who meet the residency criteria are requested to attach the residency when applying.
- Fluency in English is a must.This position doesn\'t require a functional clearance

UNHCR