Administrative Assistant

Grade

GS4General Service

Reason

Temporary > Temporary Assignment/ AppointmentBFamily<p></p><p></p> 2025-01-012025-06-30December 22, 2024

Standard Job Description

Administrative Assistant

Organizational Setting and Work Relationships
The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, and/or to the Unit as a whole 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.

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.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

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
IT-Enterprise Resource Planning (ERP)
(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.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

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.

- Two years of experience in administrative and finance tasks, is desirable.
- Experience in travel management is highly desirable, including coordinating travel itineraries, managing bookings, and processing travel-related documentation.
- University degree desired but not required.
- Proficiency in Microsoft Office, especially advanced Excel skills (e.g., managing spreadsheets, using formulas, preparing financial reports).
- Fluency in English and Spanish at B2 level for effective communication.
- Strong organizational skills to handle multiple tasks, maintain records, and meet deadlines independently.
- Good analytical skills for identifying and solving issues in financial or administrative data.
- Experience drafting professional correspondence in both English and Spanish.
- Experience working in the UN system or with international organizations is highly desirable.
- Proactive and problem-solving mindset with the ability to work under minimal supervision.
- Knowledge of ERP systems (e.g., Oracle or SAP) and UN/NGO processes is an advantage.
- Demonstrates integrity, confidentiality, and a team-oriented approach, with a commitment to UN values.

IMPORTANT INFORMATION:

This contract is initially for 6 months with extension possibility depending on performance and 2025 budget.
ELIGIBILITY:
This position is advertised to internal and external applicants. Candidates must be legally present in Honduras at the time of application, recruitment, and hire. Only Honduran citizens or candidates legally present in Honduras will be considered eligible.
Only short-listed candidates will be notified. The recruitment process might include a written test and/or oral interview for this job opening. No late applications will be accepted.
REMUNERATION
A competitive compensation and benefits package is offered depending on relevant experience as per the requirements of the job advertisement.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
APPLICATIONS:
All applications must be submitted online in Workday. Email applications will not be accepted. Incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates might 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 is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, sexual orientation, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. UNHCR seeks to ensure that male and female employees are given equal career opportunities. 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.

LANGUAGE REQUIREMENTS:
Spanish level: B2 (required)
English level: B2 (required)This position doesn't require a functional clearanceEnglish

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Spanish

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Skills

AD-Facility Management, AD-Facility Management, AD-Office supplies management, AD-Petty cash management, AD-Receipt of goods and services administration, AD-Supply requisition and purchase order administration, DV-Vehicle Management, FI-Application of Financial Rules, Regulations and Procedures, FI-ERP Financial Management (SAP, Oracle, PeopleSoft, Workday and other), FI-General Financial Management, GB-Building Maintenance, GB-Facility Management, GB-Flexible workspace management, GB-Office space management, IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), SC-Fleet Management, SC-Fuel Management, SC-Logistics, SC-Organizing and managing multi-modal transport, SC-UN/UNHCR Procurement Rules and Procedures, SC-Vendor/supplier management, SO-Critical Thinking and problem solving, SO-Interpersonal skills, TV-Travel management company operations {+ 2 more}

Education

Bachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Administration, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Business Administration/Management, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Financial Management, Bachelor of Arts (BA): Public Administration, Bachelor of Science (BS): Administration

Certifications

Business Administration - Other, Finance - Other, HCR Learning Program - UNHCR, Human Resources - Other, Office Management - Other

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