ORGANIZATIONAL CONTEXT:
- 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 Administrative Assistant is a position within an office/Division 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.
Duties and 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.
Position Number: 10025341
Numbers of Positions: One Vacant Position
Duty Station: Alexandria, Egypt
Category and Level: Fixed Term Appointment (FTA) for 1 year
Grade: G4
Closing Date: 27 February 2016
Job Details
| Date Posted: | 2016-02-10 |
| Job Location: | Alexandria, Egypt |
| Job Role: | Administration |
| Company Industry: | Community/Social Services/and Nonprofit |
Preferred Candidate
| Career Level: | Entry Level |
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