Administrative Assistant at United Nation High Commissioner for Refugees

ZAMSO/VA/ 2019/04

The Office of the United Nations High Commissioner for Refugees (UNHCR) in Zambia invites candidates to apply for the following position:

Job Title: Administrative Assistant
Position No: 10032098
Duty Station: Solwezi, Zambia
Contract Type/Level: FIXED TERM APPOINTMENT – GL 4

Issue Date: 20 September 2019
Closing Date: 3 October, 2019 16:00 hrs (Local time)
Applications Details: HOW TO APPLY

INTERNAL CANDIDATES

Staff members who wish to be considered for this position should send a motivation letter by email to

PLEASE REFER TO PPAL REGULATION No.16-22 on eligibility to apply (IOM/49-FOM/50/2012 dated 15 June refers).

Applicants should clearly indicate the Title of the Position and Vacancy Notice Number: ZAMLU/VA/2019/003 Please note that applications which do not have the post title and/or vacancy number on top of the envelope shall not be CONSIDERED.

Candidates will be required to sit for a test.

Due to the volume of applications, only short-listed candidates will be invited for interview.

Former UNHCR General Service staff members, having held an Indefinite or FTA appointment for an uninterrupted period of at least one year may apply for internally advertised vacancies at their previous grade or equivalent or one grade above, if the seniority requirements are met, for a period of two years following separation.

EXTERNAL CANDIDATES

External candidates should submit a letter of motivation along with a duly completed Personal History Form.

Late applications will not be considered.

Organisational Context:

The complex emergency in the Democratic Republic of Congo (DRC) began with the violent uprising of a local militia (Kamuina Nsapu) in August 2016. Since then, the crisis has spread to provinces of Kasai, Katanga, Tanganyika and Pweto areas. Currently, more than 3 million people are displaced in the said regions. Human rights groups are reporting summary executions and other violent acts targeting particularly those who are perceived to support either government or militia. As of March 2019, a cumulative 14,136 individuals from the DRC have settled in Mantapala Settlement (Nchelenge district) which was provided by the Government Republic of Zambia. The new settlement is assisting the host communities (estimated to nearly 5,000 people) in terms of basic social infrastructures (WASH, Education and Health). Mantapala settlement has a high average of yearly rains compared to the rest of Zambia as the rain starts from October to May while the dry season run from Jun to September. The current access road to and within the settlement as well as planning drainage among the liveable blocks remains among the biggest challenges. As the settlement is newly established, the need for the expertise of an Associate Information management Office is crucial, as the planned figure is 25,000 individuals (host communities included).

The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit to ensure that routine services and activities within the administrative domain are properly implemented. 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 assignments are mostly standard tasks including limited interpretation of subject matter and information exchange between staff in the office, at the duty station and external officials of other institutions to ensure mutual understanding. The incumbent’s workload and the assignments will remain under constant guidance and direction of the supervisor.

The Administrative Assistant is a position within an office/Division/Bureau that requires basic knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The nature of certain administrative/personnel functions require discretion and confidentiality.

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 UNHCR’s core values of professionalism, integrity and respect for diversity

Functional Statement:

Accountability

• The Office has adequate services and supplies to deliver its operations.
• UNHCR Office premises provide a healthy, safe and respectful working environment.
• The Office has sufficient administrative support in the areas of finance, administrative as well as up to date and accurate data and records in MSRP and other systems.

1. Duties

Within delegated authority, the Administrative Assistant will be responsible for the following duties: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context).

• Arrange appointments/meetings both internal and external, some involving high ranking officials.
• Receive visitors, place and screen telephone calls, respond to routine requests for information and take notes at meetings as and when required.
• Maintain hard and electronic office files and records; classify and code material relating to a variety of topics;
• Receive, review, sort and distribute all incoming and outgoing correspondence, office pouch and material, highlight priority items and attach necessary background information. Maintain a follow up system.
• May be required to maintain/update confidential files.
• 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.
• Maintenance of the Guest houses. Ensure that cleaning materials are availed on time
• Perform other related duties as required.

1. Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G4 – 4 years relevant experience with High school diploma

Field(s) of Education

n/a

(Field(s) of Education marked with an asterisk* are essential)

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: Not specified

Functional Skills

IT-Computer Literacy*
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
UN-UN/UNHCR Financial Rules and 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.

2. Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:

• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Managerial Competencies: n/a

Cross-Functional Competencies: Analytical Thinking

Planning and Organizing

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.