Category and Level : GL- 4
Position No. : 10020038
Duration : 1 year, renewable
Location :
Istanbul, Turkey
Closing Date : 14/09/2014
FUNCTIONS:
The Administrative Assistant
will provide administrative assistance to the immediate supervisor and/or Head
of the Office to ensure that routine services and activities within the
administrative domain are properly implemented. Subject to the nature of the
task/assignment in hand. S/he will receive regular guidance from his/her
supervisor. As per specific instructions, the incumbent may require liaising
with other internal or external entities, to ensure effective delivery of
services and achievement of objectives. The nature of certain
personnel/administrative tasks requires discretion and confidentiality as per UNHCR
standards and practices. The incumbent’s workload and the assignments will
remain under constant scrutiny and direction of the supervisor.
RESPONSIBILITIES:
Maintain hard
and electronic office files and records; classify and code material relating to
a variety of topics;
Search and
retrieve office files, and reproduce documentation and background material for
reference and action by the supervisor, as and when required;
Receive,
register, route correspondence and office pouch. Maintain a follow up system
Draft routine
correspondence, memoranda and reports. Format more complex documents by using
the appropriate technology.
Facilitate
implementation of Personnel administrative formalities and processing of
documents in relation to official travels, leaves and movements of staff.
Support staff members with processing personnel-related documentation.
Maintain office
inventory and stocks of office supplies. Monitor the asset management track to
ensure all admin procurements and disposal of UNHCR property are done and
recorded accurately.
Assist the
supervisor to monitor and record expenditure/disbursement of funds.
Following
instructions from the supervisor make logistic and administrative arrangements
for seminars, workshops, and briefings that may be required by the
Office/Division.
May regulate
and monitor routine provision of services and/or shifts from providers, as and
when applicable;
Monitor
office/compound facilities and equipment and in consultation with the supervisor
take appropriate action to ensure proper functioning at all time.
Any other
responsibilities/functions deemed necessary by the supervisor/or senior manager
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).
Required Competencies:
Analytical
Thinking
Experience:
Minimum 3 years
(for secondary education holder) or 4 years (for certifcate/training holder) of
previous job experience relevant to the function.
Languages:
Excellent
knowledge of Turkish and fluency in English.
Knowledge of
other UN languages is an asset.
Desirable Qualifications
& Competencies
Good knowledge
of UNHCR Admin and financial rules, procedures and processes;
Knowledge and
working experience of MSRP (Peoplesoft),
Prior exposure
to UNHCR refugee operations and
functions relating to field office administration,
Completion
of UNHCR learning programmes or specific
training relevant to functions of the position.
If you wish to be considered
for this vacancy, please apply in writing to TURANHR@unhcr.org e-mail address
directly referring to
Vacancy Notice 107/14 no
later than
14/09/2014
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.
Source: http://www.unhcr.org.tr/uploads/root/vn10714.pdf
