drjobs Senior Administrative Associate

Senior Administrative Associate

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1 Vacancy
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Job Location drjobs

Athens - Greece

Monthly Salary drjobs

Not Disclosed

drjobs

Salary Not Disclosed

Vacancy

1 Vacancy

Job Description

Hardship Level

H (no hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

GS7

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Target Start Date

Deadline for Applications

June 16 2025

Standard Job Description

Senior Administrative Associate

Organizational Setting and Work Relationships
The Senior Administrative Associate is responsible for assisting the concerned manager in the implementation of general administrative and resource management tasks. The incumbent will work quite independently on regular assignments with an oversight from the supervisor who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results and conformity to policy and procedures. S/he is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer.

The incumbent may directly supervises some support staff. Contacts on administrative related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services/partners/national authorities on routine subject matters as well as on matters 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 UNHCRs 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.
- Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided in general and specialized areas.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assigns General Service staff to meet work requirements.
- Reviews and evaluates work of subordinates directly or through lower-level supervisors.
- In addition to general administration responsibilities may also supervise directly and indirectly activities concerned with office and grounds maintenance security transport and similar services.
- Briefs international personnel on general administrative matters provides advice and ensures administrative support as required.
- Advises and assists senior staff in the area of office management.
- Arranges for and/or attends meetings on day-to-day administrative matters participates in discussions of new or revised procedures and practices interprets and assesses the impact of changes and makes recommendations for follow-up action.
- Prepares correspondence special reports evaluations and justifications as required on general administrative or specialized tasks that may be of a confidential nature within the assigned area of responsibility.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Business Administration Finance Office Management Human Resources
or other related field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Not specified

Desirable:
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*IT-Computer Literacy
BU-PeopleSoft EPM/Budget
*CO-Drafting and Documentation
*UN-UN/UNHCR Administrative Rules Regulations and Procedures
SC-UN/UNHCR Procurement Rules and Procedures
(Functional Skills marked with an asterisk* are essential)

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.

All UNHCR workforce members must individually and collectively contribute towards a working environment where each person feels safe and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse harassment including sexual harassment sexism gender inequality discrimination and abuse of power.

As individuals and as managers all must be proactive in preventing and responding to inappropriate conduct support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

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.

Desired Candidate Profile

The ideal candidate will bring solid experience in administrative functions ideally within UNHCR with a proven ability to navigate travel protocol and facilities management procedures in accordance with UN policies.

A client-oriented mindset high level of integrity and strong interpersonal and coordination skills are essential. The candidate should be capable of working independently while contributing to a team environment and managing multiple priorities efficiently.

Experience with ERP systems and interaction with government authorities (e.g. MFA customs) is highly desirable.

Native-level fluency in Greek and professional proficiency in English are required.

Proven understanding of UNHCR Cloud ERP suite is essential.

Required languages (expected Overall ability is at least B2 level):

Greek

English

Desired languages

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station please visit: of Position:

Currently some 142000 asylum-seekers and refugees are hosted in Greece. In 2024 some 62000 people arrived either by sea or land. UNHCR provides expert advice to the State and evidence-based information that helps inform programmes and policies for asylum-seekers and refugees. Access to international protection identifying durable solutions and support to vulnerable asylum-seekers and refugees such as unaccompanied children and survivors of gender-based violence are UNHCRs key also works with national and local authorities the private sector civil society and refugee communities to advance protection solutions and inclusion develop support networks and create employability and training opportunities for refugees. The Office retains a readiness to respond to emergencies and new arrivals with a focus on immediate support to the most vulnerable. UNHCR Greece plays a strong advocacy role since continued support is needed particularly from EU countries and EU institutions in providing immediate protection to those most at-risk through sufficient resources ensuring capacity in the country and responsibility-sharing. UNHCR will continue to assist Greek authorities in responding to both short and long-term challenges.

This position is being established in the context of the newly implemented structure of the Greece operation which has been shaped by the impact of the global funding crisis on the organization. It replaces the previously graded Assistant Administrative Officer (NOA) post.

Based at the Country Office in Athens the position supports administrative processes across the Greece operation including in locations where there is no longer dedicated on-site administrative staff. The signing of the Host Country Agreement (HCA) along with related policy improvements is expected to contribute to a more stable and predictable administrative environment.

The Senior Administrative Associate will be responsible for protocol travel facilities related support services including coordination with government authorities suppliers and UN counterparts and fleet monitoring. The role also includes support to customs clearance and travel arrangements application of UN policies and use of ERP systems for administrative functions.

The incumbent is normally supervised by a senior staff member in administration or finance. Alternative supervisory configurations may apply depending on office needs.

Living and Working Conditions:

Athens is the capital and largest city of Greece. Athens is a family duty station classified as H by ICSC. Public Transportation and medical facilities are well-developed and easily accessible. The educational institutions at all levels as well as international schools are available. The climate can be described as Mediterranean with hot and dry summers and cool and mild winters.

In accordance with UNDSS security risk assessment the whole Greek operation is classified as Security Level 2 (low). Security Clearance is required for travelling in the country.

For more detailed information please consult the continuously updated living conditions booklet on Intranet.

Additional Qualifications

Skills

FI-ERP Financial Management (SAP Oracle PeopleSoft Workday and other) TV-Customs clearance arrangements related to statutory travel TV-Travel-related ERP systems and processes TV-Travel visa management for protocol TV-UN/UNHCR Travel policy and procedures

Education

Certifications

Business Administration - Other Finance - Other Human Resources - Other Office Management - Other

Work Experience

Competencies

Accountability Analytical thinking Change capability & adaptability Client & results orientation Commitment to continuous learning Communication Managing performance Organizational awareness Planning & organizing Teamwork & collaboration

UNHCR Salary Calculator

Additional Information

Only shortlisted applicants will be contacted. Shortlisted candidates may be required to sit for a written test and will have to undergo an oral interview.

Functional clearance

This position doesnt require a functional clearance

Required Experience:

Senior IC

Employment Type

Full-Time

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