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UNHCR was created in 1950, during the aftermath of the Second World War, to help millions of Europeans who had fled or lost their homes. We had three years to complete our work and then disband.
Today, over 65 years later, our organization is still hard at work, protecting and assisting refugees around the world.
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Job ID: 28399
Salary Grade: G5
Hardship Level: C
Family Location Type: Family
Organizational Setting and Work Relationships
- The Senior Finance Assistant is normally supervised by a more senior finance colleague who defines work objectives and provides regular advice and guidance. The incumbent also refers to UNHCR Manuals and relevant policy papers on financial issues.
- The incumbent assists with the processing of financial transactions. S/he keeps frequent contact with staff at various levels in the office and with bank officials to exchange information.
- 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
- Maintain financial records for project or other office accounts for which responsibility is assigned.
- Record receipts and payments, assure accuracy of computation and completeness of documents and maintain continuing status of allotments against obligations.
- Prepare recurring reports on assigned accounts, noting problems resulting from excess cost or less-than-expected receipts.
- Prepare special reports to clarify problems or as requested for other reasons.
- Calculate and compile cost estimates and projected budget requirements and assist in preparation of budget statements for area of assignment.
- Prepare routine correspondence and maintain contracts with others to discuss matters concerning accounts and related assignments.
- Maintain contacts with local banks to clarify questions pertaining to office bank accounts.
- Brief and assist new staff on basic financial procedures and requirements with respect to payments, entitlements, banking and currency provisions and other requirements relating to accounts and finance.
- Initiate correspondence to verify data, answer queries and obtain additional information on accounts and financial transactions, as required.
- 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's Degree or equivalent or higher.
Field(s) of Education:
Certificates and/or Licenses:
- Accounting; Business Administration; Finance; HCR Learning Prog;
Relevant Job Experience (Essential):
Desirable:
Functional Skills:
- IT-Computer Literacy
- FI-PeopleSoft Financial Management
- UN-UN/UNHCR Financial Rules and Regulations and Procedures
- IT-Microsoft Office Productivity Software.
Language Requirements
- For 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.
Core Competencies
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation.
Managerial Competencies:
Cross-Functional Competencies:
- Analytical Thinking
- Technological Awareness
- Planning and Organizing.
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.
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Job ID: 28391
Salary Grade: G5
Hardship Level: C
Family Location Type: Family
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's Degree or equivalent or higher.
Field(s) of Education:
Certificates and / or Licenses:
- Business Administration, Finance, Office Management, Human Resources or other related field.
Relevant Job Experience (Essential):
Desirable:
- Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills:
- IT-Computer Literacy
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- UN-UN/UNHCR Financial Rules and Regulations and Procedures
- IT-PeopleSoft Application.
Language Requirements
- For 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.
Core Competencies
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation.
Managerial Competencies:
Cross-Functional Competencies:
- Analytical Thinking
- Planning and Organizing.
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.
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Job ID: 28397
Salary Grade: G6
Hardship Level: C
Family Location Type: Family
Duties and Qualifications
Administrative Associate:
Organizational Setting and Work Relationships:
- The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.
- The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject 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.
Duties
- Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
- Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.
- Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
- Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
- Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
- Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
- Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
- Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
- Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
- In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
- Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
- For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher.
Certificates and / or Licenses:
- Business Administration, Finance, Office Management, Human Resources or other related fields.
Relevant Job Experience
Desirable:
- Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills:
- IT-Computer Literacy
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- UN-UN/UNHCR Financial Rules and Regulations and Procedures
- SC-UNHCR Procurement Rules and Procedures
- IT-PeopleSoft EPM/Budget
Language Requirements:
- For 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.
Core Competencies:
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation
Managerial Competencies:
Cross-Functional Competencies:
- Analytical Thinking
- Planning and Organizing
- Change Capability and Adaptability
Language Requirements:
- Please also note that English is essential for this Job Opening.
- Knowledge of local Language is highly recommended
Additional Information
- Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
- A written test may be conducted for this position which will be followed by a competency-based interview.
Method of Application
Use the link(s) below to apply on company website.
Procedures and Eligibility
- Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).
- Applicants must be nationals of, and be locally recruited within the country of their employment.
Note: This position is advertised open to internal and external applicants.
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