Administrative Assistant

  • Full Time
  • Nairobi
  • Posted 12 hours ago

UNHCR

UNHCR is hiring an Administrative Assistant to provide administrative support to the immediate supervisor and/or Head of the Office, and/or to the Unit. The position requires basic knowledge of administrative rules, procedures, and operational standards of a UNHCR office. Discretion and confidentiality are essential due to the nature of certain administrative/personnel functions.

Key Responsibilities:

  • – Arrange appointments/meetings at UNHCR, including with high-ranking officials
  • – Receive visitors, handle telephone calls, and respond to routine information requests at UNHCR
  • – Maintain hard and electronic office files, classify and code material at UNHCR
  • – Receive, review, sort, and distribute correspondence at UNHCR, highlighting priorities
  • – Draft routine correspondence, memoranda, and reports for UNHCR
  • – Facilitate personnel administrative formalities and document processing at UNHCR
  • – Maintain office inventory and monitor asset management at UNHCR
  • – Assist in monitoring and recording expenditure/disbursement of funds at UNHCR
  • – Make logistic and administrative arrangements for UNHCR seminars, workshops, and briefings
  • – Monitor UNHCR office/compound facilities and equipment for proper functioning
  • – Support risk identification and management in the area of responsibility at UNHCR
  • – Perform other related duties as required at UNHCR

Requirements:

Education & Experience:

  • – G4 – 1 year relevant experience with High School Diploma; or Bachelor’s degree or equivalent

Preferred Fields of Study:

  • – Business Administration, Finance, Office Management, Human Resources, or related field

Functional Skills (Essential):

  • – IT-Computer Literacy
  • – UN-UNHCR Administrative Rules, Regulations, and Procedures

Desirable Functional Skills:

  • – IT-Enterprise Resource Planning (ERP)

Language Requirements:

  • – Knowledge of English and UN working language of the duty station if not English (for General Service jobs)

UNHCR seeks candidates who contribute to a safe and empowered working environment, demonstrating no tolerance for sexual exploitation, abuse, harassment, sexism, gender inequality, discrimination, and abuse of power.

Desired Candidate Profile:

  • – Core experience in working on Protocol issues and relevant legislation
  • – IT skills in Cloud ERP for finance and core experience in the Cloud ERP travel module

Additional Qualifications Needed:

  • – Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration

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