Administrative Secretary- vacancy

Job title:Administrative Secretary (G4)
Location: London
Deadline: Friday 31/ May/2013
Salary: competitive depending on skills and experience
Role description:
The Administrative Secretary will provide both secretarial and administrative assistance to the immediate supervisor and the Head of Office to ensure that routine admin tasks are correctly and timely implemented and there is an efficient workflow. The incumbent receives regular guidance and instructions from the supervisor on successive steps. The incumbent may liaise with other internal or external entities on routine matters and on more complex subjects upon specific instructions of the supervisor. The nature of certain personnel/administrative tasks requires discretion and confidentiality as per UNHCR standards and practices.

The Administrative Secretary is a position within the office that requires basic knowledge of Administrative procedures as well as of Secretarial standards of UNHCR. The incumbent will perform under direct supervision of the Admin Associate and the Head of Office in Divisions/Bureaus.

The most typical functions may include:

• Arrange appointments and maintain supervisor’s calendar, receives visitors, places and screens telephone calls and answers queries with discretion; Arrange meetings, both internal and external, with various officials and interlocutors; as and when requested, attend meetings and take minutes and/or notes of the proceedings.

• 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.

• Manage 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.

• Under the direction of the supervisor, make arrangements for seminars, workshops and training activities and maintain relevant schedules, materials and documentation.

• May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable.

• Any other responsibilities/functions deemed necessary or as delegated by the Head of the unit/Chief of Section/ Supervisor in order to meet the level of the services in the organization.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

• Completion of Secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related field.
• Minimum 3 years (for secondary education holder) or 4 years (for certifcate/training holder) of previous job experience relevant to the function.
• Computer skills (MS office and People Soft applications).
• Fluency in English and working knowledge of another relevant UN language or local language.

DESIRABLE QUALIFICATIONS & COMPETENCIES

• Good knowledge in Administrative/Secretarial procedures processes in the context of UNHCR offices and Field operations.
• Knowledge and working experience of MSRP (Peoplesoft).
• Prior exposure to UNHCR refugee operations  and functions relating to field office administration.
• Completion of  UNHCR learning programmes or specific training relevant to functions of the position.
• Knowledge of other relevant UN languages.

How to apply:
 Send your cover letter and completed application form (P.11) to mailbox GBRLOHR@unhcr.org and mention “Admin Secretary” in the subject line of your email.   Only candidates short-listed for interviews will be contacted.