UNITED NATIONS HIGH COMMISSIONER FOR REFUGEES (UNHCR)
INTERNAL/EXTERNAL
VACANCY ANNOUNCEMENT
Vacancy Notice No. VA/BGDCO/FTA/2020/009
Vacancy Notice No. VA/BGDCO/FTA/2020/009
Title of Post
|
Senior Admin Assistant
|
Category/grade
|
General Service, G5
|
Post Number
|
10033536
|
Type of contract
|
Fixed-term Appointment
|
Location
|
Cox’s Bazar, Bangladesh
|
Date of Issue
|
12 May 2020
|
The Effective Date of Assignment
|
1 July 2020
|
Closing Date
|
26 May 2020
|
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.
Senior Administrative Assistant will be responsible
for all travel related issues including, but not limited to, preparations for
official international and domestic travel, getting quotations from the travel
agents, preparing Travel Authorizations, travel claims, preparing regular
reports on travel cost, support staff on their official travel.
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.
Duties: ads
- 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, licenses, 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 organize 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
Education &
Professional Work Experience
Years of Experience /
Degree Level:
For
- 2 years of relevant experience with
High school diploma, OR
1
year of relevant experience with Bachelor’s degree or equivalent or Higher level Degree
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;
UN-UN/UNHCR Financial Rules and Regulations and
Procedures
IT-PeopleSoft Applications.
Language Requirements:
Knowledge of English and/or UN working language of the
duty station if not English.
Competency
requirements:
Core Competencies:
- Accountability
- Communication
- Organizational
Awareness
- Teamwork
& Collaboration
- Commitment
to Continuous Learning
- Client
& Result Orientation
- N/A
- Analytical
Thinking
- Planning
and Organizing
Eligibility: ads
Interested staff members should consult the
Administrative Instruction on Recruitment and Assignment of Locally Recruited
Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions
regarding your eligibility, you may also contact the HR Unit.
In line with the RALS,
the below category of candidates are eligible to apply for
internally/externally advertised vacancies.
Group 1
candidates: Group
1 comprises current GS staff members holding an indefinite or fixed-term
appointment who, at the date of the deadline for application, are serving in
the country of the vacancy at the grade of the position or one grade below or
above.
Group 2
candidates: Group
2 comprises candidates from the below categories after
completion of one cumulative or continuous year of service in the country of
the vacancy. They must also meet the essential minimum requirements of the
position.
- Currently
employed locally recruited UNHCR staff members holding a Temporary
Appointment;
- Former
locally recruited UNHCR staff members who held an indefinite or fixed-term
appointment (within 2 years of separation for males and 5 years for
females);
- National
United Nations Volunteers currently working for UNHCR;
- National
UNOPS and individual contractors currently working for UNHCR;
- Current
GS staff members holding an indefinite or fixed-term appointment applying
to a position in the same category two grades above the staff member’s
personal grade;
- Current
UNHCR staff members in the International Professional category holding an
indefinite or fixed-term appointment applying to a GS post;
- Current
UNHCR staff members in the NPO category holding an indefinite or
fixed-term appointment applying to a GS post;
- Current
locally recruited female staff members from other UN system Organizations
holding the equivalent of an indefinite or fixed-term appointment.
External
candidates:
External
candidates are candidates who are not in Group 1 or Group 2. They must meet the
essential minimum requirements of the position and candidates not citizens of
the country must comply with all eligibility requirements for employment in
line with the prevailing legislative prerequisites in the country.
Remuneration:
A competitive compensation and benefits
package is offered. For information on UN salaries, allowances and benefits,
please visit the portal of the International Civil Service Commission at: http://icsc.un.org
Submission of Applications:
Interested candidates meeting the above requirements
are requested to submit their applications with fully complete and signed Personal
History Form and Supplementary Pages as well as updated factsheet (internal
candidates only) via
online: UNHCR Bangladesh Job Portal www.unhcr.io/jobs.
In case of technical difficulties ONLY, please write
an email to the following email address: bgdcovac@unhcr.org.
However please note that we are not accepting email applications for this
position.
Personal History Form
not submitted in UNHCR format as well as not signed, incomplete and late
applications will not be accepted. Only shortlisted candidates will be
contacted. Shortlisted candidates will be required to sit for a written test
and/or oral interview. UNHCR does not charge a fee at any stage of the
recruitment process (application, interview, processing or any other fees).
The evaluation of applicants will be conducted based
on the information submitted during the application. Applicants must provide
complete and accurate information pertaining to their personal profile and
qualifications. No amendment, addition, deletion, revision or modification
shall be made to applications that have been submitted. Candidates under
serious consideration for selection will be subject to reference checks to
verify the information provided in the application.
UNHCR strongly encourages qualified female applicants
for this position. UNHCR seeks to ensure that male and female employees are
given equal career opportunities. UNHCR is committed to achieving workforce
diversity in terms of gender, nationality, and culture. All applications will
be treated with the strictest confidentiality.
UNHCR has a zero-tolerance policy against Sexual
Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited
conduct for UNHCR personnel. It constitutes acts of serious misconduct and is
therefore grounds for disciplinary measures, including dismissal. Any concerns
or suspicions about a possible case of SEA should be reported immediately to
the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain
form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22
739 73 80.
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