Admin Assistant

3 weeks ago

Jakarta, Indonesia United Nations High Commissioner for Refugees (UNHCR) Full time

Hardship Level (not applicable for home-based)

A (least hardship)
- Family Type (not applicable for home-based)

Family
- Staff Member / Affiliate Type
- UNOPS LICA4
- Target Start Date
- 2024-11-01
- Deadline for Applications
- October 8, 2024
- Terms of Reference
- Key Responsibilities:
A. Office Administration:

- Ensure the efficient day-to-day operations of the office by managing office supplies, equipment, and resources.
- Maintain and update office files, records, and databases, ensuring all documentation is organized and easily accessible.
- Schedule and coordinate meetings, appointments, and maintain calendars for senior staff as required.
- Prepare and distribute internal communications, memos, and reports to relevant teams.
- Assist with onboarding processes for new staff members, including setting up workstations and ensuring necessary equipment is available.

B. Travel Arrangements:

- Coordinate travel logistics for staff, including booking flights, accommodations, and transportation.
- Prepare travel itineraries and ensure all necessary documents such as visas, travel permits, and insurance are in order.
- Assist with processing travel-related expenses and claims in line with organizational policies.
- Maintain records of travel schedules and expenses for reporting purposes.

C. Event Organization:

- Assist in planning and organizing internal and external events, meetings, and workshops.
- Book venues, arrange catering, and ensure required materials (e.g., presentations, handouts) are prepared for events.
- Coordinate with relevant stakeholders to ensure events run smoothly, managing logistics such as equipment setup, attendee registration, and follow-up communication.

D. Coordination with Office Building Management:

- Act as the primary point of contact with building management for facility-related issues (e.g., repairs, maintenance, access).
- Coordinate office cleaning, security, and other services provided by the building management.
- Ensure that the office complies with health and safety regulations, including overseeing emergency preparedness plans and procedures.

E. Procurement Support:

- Assist in the procurement process for office supplies, equipment, and services, in line with organizational procurement policies.
- Solicit quotes, prepare purchase orders, and follow up with suppliers to ensure timely delivery of goods and services.
- Maintain accurate procurement records and support the finance team with documentation for vendor payments.
- Support inventory management by tracking office assets and supplies, ensuring optimal stock levels.

Standard Job Description

Administrative Assistant

Organizational Setting and Work Relationships
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 do

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