UNHCR Snr Admin Assistant

United Nations High Commissioner for Refugees/UNHCR

INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT No: 13/HCR/KGLNN/05
(Note: According to the PPAL Rules & Regulations - Internal candidates are GS staff members currently serving at the duty
station where the vacancy exists, who have been appointed through the AC).

Title of Post : Snr Admin Assistant
Post Number :10020322
Grade : GLS (General Services)
Location :Nyamagabe
Duration of appointment: 1 year (I)
Entry on Duty : As soon as possible
Closing Date : 18 June 2013

Duties and Responsibilities:

Under the direct supervision of the Head of Field Office, the
incumbent will perform the following functions:-
- Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files;
- Attend meetings on day-to-day admix 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 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;
- Assist in processing various claims by UNHCR staff and other clients of UNHCR;
- Any other responsibilities/functions deemed necessary or as delegated by the Head of the office and/or Supervisor in order to meet the level of the services in the organization.

Qualifications and Experience

• Completion of Secondary education with additional training courses in Business Administrtion, Finance, Office Management, Human Resourcesor other
• related field; Five years of Job experience relevant to the function; Computer skills (MS office and People Soft
applications);
• Knowledge in UNHCR Admin and financial rules, procedures and process;
• Completion of UNHCR learning programmes or specific training relevant to functions of the position.
• Fluency of English and French and excellent in knowledge Kinyarwanda

Submission of Applications

Please send your CV, the UN Personal History Form (Pit) together with application in a sealed envelope (marked
Confidential with the Vacancy Announcement Number clearly marked on the top left-hand corner) to:

o The Representative, UNHCR Representation Office in Rwanda, Plot 5744, Opp. MTN Centre, Nyarutarama Road, Kigali

N.B: Female candidates are encouraged to apply.

Priority consideration will be given to staff members whose grades are equal to or one grade below that of the post
advertised. Only candidates who have served one year in their present post will be eligible for consideration as internal candidates in connection with this vacancy. Only short listed candidates will be contacted. Closing date of application: 18 June 2013