Administrative Assistant (GL.4)

The office of the United Nations High Commissioner for Refugees (UNHCR) is seeking a candidate to fill the vacancy of:

 Administrative Assistant (GL.4) in The Hague (the Netherlands) – ref.  post 20937

We are looking for a motivated and flexible team player to work under the supervision of the Head of Office and in close co-operation with the other members to facilitate the work of the office in The Hague, to ensure effective delivery of services and achievement of the office’s objectives. The Administrative Assistant will liaise at an appropriate level with Headquarters services, the Regional Office and other Country Offices, as well as with external interlocutors.

The incumbent will perform the following tasks:

• Arrange appointments and maintain supervisor’s calendar, receive visitors, place and screen telephone calls and answer queries with discretion;
• Arrange meetings, both internal and external, some involving high-ranking officials, and take minutes and/or notes at meetings;
• Prepare informal Dutch and English translations;
• Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system; arrange outgoing correspondence and maintain records;
• Draft non-substantive correspondence and ensure follow-up.  Maintain filing system for electronic and hard copy documents;
• Assist in the preparation of visit programmes, meetings or events, collection of documentation for briefing kits, talking points and other material for missions, meetings and visits;
• Facilitate implementation of personnel administrative formalities, including attendance recording and maintaining records for the office’s internship programme, under the functional guidance of the Regional Office. Support staff members with processing personnel-related documentation;
• Ensure travel for personnel and external experts is administered in a correct and timely manner, including preparation of travel authorisations, arranging travel, maintaining records and assisting with other official travel needs such as facilitating visas;
• Maintain records on vendors and invoices for payment. Liaise with vendors to ensure effective delivery of goods & services and obtain or transmit information.  Obtain bids for goods & services as required;
• Monitor office facilities and equipment and, in consultation with the supervisor and Regional Office, take appropriate action to ensure proper functioning at all time;
• Maintain office inventory and stocks of office supplies. Undertake routine asset management tasks to ensure all records and disposals of UNHCR property are accurate, up to date and in accordance with policy;
• With the approval of the supervisor, make routine purchases;
• Ensure accuracy of financial documents received, timely dispatch of financial documents and information to the Regional Office, maintenance of local financial records;
• Perform any other activity as required.

Essential minimum qualifications and professional experience required:

• Fluency in Dutch and English.
• Excellent computer skills.
• 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 4 years of previous job experience relevant to the function.

Interested candidates are invited to fill in a Personal History (P.11) form which can be requested at www.unhcr.org/recruit/p11new.doc. Completed forms are to be submitted no later than 26 June 2014 with a motivation letter and detailed resume in English to NETTH@unhcr.org with “Administrative Assistant (ref 20937)” in the subject.

Only those candidates short-listed for interviews will be notified.