Senior Administrative Assistant

Reason

Senior Administrative Assistant

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 normally works under the direct supervision of more senior local or international staff 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 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 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 supervisors 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.

- 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 G5 - 2 years relevant experience with High School Diploma; or 1 year 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
UN-UN/UNHCR Administrative Rules Regulations and Procedures
IT-PeopleSoft Applications
(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.

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

The Senior Administrative Assistant is a position within Private Sector Partnerships (PSP) Asia Regional Office in Bangkok. The incumbent provides comprehensive support to ensure the office functions efficiently and effectively directly contributing to the delivery of PSPs operational objectives across the region. This role requires a proactive and highly organized professional capable of managing a diverse range of administrative functions within a fast-paced and dynamic environment.

The incumbent manages a broad spectrum of responsibilities ranging from logistical coordination to financial oversight. Key duties include facilitating end-to-end official travel for staff and external partners ensuring all authorizations visas and claims are processed in strict compliance with UNHCR policies. Beyond travel the role involves taking a lead role in the logistical planning and on-site execution of workshops events and meetings. This requires close collaboration with requesting units to ensure every arrangement is seamless and professional.

In addition to operational logistics the incumbent supports the teams financial and administrative integrity. This includes managing procurement workflow from the creation of requisitions to monitoring purchase orders as well as executing basic financial tasks like invoice validation in Cloud ERP. The position also plays an essential part in human resources particularly in coordinating recruitment and administrative processes for the Affiliate Workforce.

Across all areas of responsibility the incumbent is expected to ensure that administrative processes are carried out in a timely accurate and client-oriented manner contributing to effective workflow management within the team. The role requires regular liaison with internal and external counterparts on routine matters and on more complex issues under the guidance of the supervisor. Given the nature of the functions the role requires demonstrating a high level of discretion professionalism and confidentiality in line with UNHCR standards and practices.

Overall this position requires a proactive well-organized and adaptable individual with strong planning and coordination skills capable of managing a broad range of administrative functions.

Living and Working Conditions:

Additional Qualifications

Skills

Certifications

Competencies

Additional Information