UNHCR Global Service Centre Budapest
Job Title: Job ID: Senior Admin Assistant
Location: Budapest (GSC), Hungary
Salary Grade: G5
Hardship Level: H
Family Location Type: Family
This position is advertised open to internal and external applicants.
NOTE: For GSC Budapest, the required years of work experience is reduced to 50%, i.e.
- 5 years. A completed and relevant minimum first level university degree (equivalent to BA) shall count in full (100%) towards the required years of work experience. Priority will be given to eligible applicants meeting the full requirements.
Procedures and Eligibility
General Service Staff members currently serving at the duty station where the vacancy exists, who have been appointed through the AC process and have indefinite or Fixed Term appointment. Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL).
External candidates must be legally present in Hungary at the time of application, recruitment and hire.
Duties and Qualifications
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 will always function under direct supervision of a Senior Officer often Administrative 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.
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 UNHCRÂ’s core values of professionalism, integrity and respect for diversity.
- 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.
Perform other related duties as required.
Years of Experience / Degree Level
For G5 – 4 years relevant experience with High school diploma plus Advanced Training/Certificate
Field(s) of Education
(Field(s) of Education marked with an asterisk
Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources or other related field.;
(Certificates and Licenses marked with an asterisk
Relevant Job Experience
Desirable: Completion of UNHCR learning programmes or specific training relevant to functions of the position.
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
UN-UN/UNHCR Financial Rules and Regulations and Procedures
(Functional Skills marked with an asterisk
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
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.
Competencies as defined in Job Profile
Please also note that English is essential for this Job Opening.
Additional UN language is desirable.
See below for this postion’s Operational Context