Title of Post :
Category
and Level : GL-5
Position No. : 10022670
Duration : 1 year, renewable
Location : Ankara
Closing Date : 31 July 2014
Position No. : 10022670
Duration : 1 year, renewable
Location : Ankara
Closing Date : 31 July 2014
FUNCTIONS:
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 Administrative/Finance 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.
RESPONSIBILITIES:
·
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 ;
·
Any other
responsibilities/functions deemed necessary or as delegated by the Head of the
office and/or Supervisor in order to meet the level of the services in the
organization
QUALIFICATIONS:
Education
and skills :
·
Completion of
Secondary education or equivalent technical or commercial school with
certificate/training in Business Administration, Finance, Office Management,
Human Resources or other related field.
·
Computer skills
(MS office and People Soft applications).
·
Knowledge in UNHCR
Admin and financial rules, procedures and processes;
·
Knowledge and
working experience of MSRP (Peoplesoft);
·
Completion of
UNHCR learning programmes or specific training relevant to functions of the
position.
Required
Competencies
·
Managing
Resources
·
Analytical
Thinking
·
Planning and
Organizing
Experience: Minimum 5
years of job experience relevant to the function;
Languages:
·
Excellent
knowledge of Turkish and fluency in English.
·
Knowledge of
another relevant UN or local languages.
If
you wish to be considered for this vacancy, please apply in writing to URANHR@unhcr.org e-mail address directly
referring to Vacancy Notice 71/14 no later than 31 July 2014
All
applicants are required to submit a motivation letter also required to submit a
CV/resume and a fully completed P.11 Personal History Form.
Short-listed
candidates will be required to pass a written test.
Only
short-listed candidates will be notified.
