ACNUR

Alto Comisionado de las Naciones Unidas

para los Refugiados

Multi-Country Office Argentina

Cerrito 836, piso 10 Tel.: +(54 11) 4014-1600

(C1010AAR) Buenos Aires Fax: +(54 11) 4815-4352
Argentina Email: argbu@unhcr.org

Ref: 20/AF/384–Internal and External Vacancy announcement, Buenos Aires, Argentina

Title of Post Administrative Assistant Category/grade General Service G4

Fixed term-
Post Number 10034415 Type of contract
Appointment

Location Buenos Aires, Argentina Date of Issue 3 November 2020

Effective date
1 January 2021 – 12 months
of assignment Closing Date 17 November 2020
contract
and duration

Operational Context
The Administrative Assistant will provide administrative assistance to the immediate
supervisor, and/or to the Unit as a whole to ensure that routine services and activities within
the administrative domain are properly implemented. 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 assignments are mostly standard tasks
including limited interpretation of subject matter and information exchange between staff in
the office, at the duty station and external officials of other institutions to ensure mutual
understanding. The incumbent’s workload and the assignments will remain under constant
guidance and direction of the supervisor.
The Administrative Assistant is a position within an office 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.

Functional Statement
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:
- 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 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.
- May regulate and monitor routine provision of services and/or shifts from providers, as
and when applicable;
- Monitor office facilities and equipment and in consultation with the supervisor take
appropriate action to ensure proper functioning at all time.
- Perform other related duties as required.

Essential minimum qualifications and experience:

- High School Diploma; or Bachelor or equivalent or higher
- 1-year relevant experience
- Language: Knowledge of English and/or UN working language of the duty station if not
English.
- Certificates and/or Licenses: Business Administration, Finance, Office Management,
Human Resources or other related field.
- Nationality: Argentinian or Temporary or Permanent Labour VISA with residence in
Argentina.

Functional Skills:
- IT-Computer Literacy (essential)
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- UN-UN/UNHCR Financial Rules and Regulations and Procedures
- IT-PeopleSoft Applications

Core Competencies:
- Accountability
- Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation

Cross-Functional Competencies:
- Analytical Thinking
- Planning and Organizing

Eligibility of candidates:
Based on the Administrative Instruction on Recruitment and Assignment of Locally Recruited
Staff – (RALS) UNHCR/AI/2020/1/Rev.1) are eligible candidates from Group 1 and Group 2
and external candidates.
a) Group 1 comprises current UNHCR GS staff members holding an indefinite or fixed-term
appointment who, at the date of the deadline for application, are serving in the country of
the vacancy at the grade of the position or one grade below or above.
b) Group 2 comprises candidates that received confirmation by the HR/Admin in the country
of the vacancy announcement.

c) External candidates: External candidates must meet the essential minimum requirements
of the position and candidates not citizens of the country must comply with all eligibility
requirements for employment in line with the prevailing legislative prerequisites in the
country.

Remuneration:
A competitive compensation and benefits package is offered. For information on UN salaries,
allowances and benefits, please visit the portal of the International Civil Service Commission
at: https://icsc.un.org/Home/SalaryScales

Submission of Applications:
If you wish to be considered for this vacancy, please submit your letter of motivation and
updated factsheet/Personal History Form (PHF) by e-mail clearly stating in the subject
line “Administrative Assistant, Buenos Aires” to: argbuadm@unhcr.org by the closing
date.

Personal History Form dully signed, and its supplementary sheet should be sent in PDF format.
Download these forms by clicking on the following link:
http://www.unhcr.org/recruit/p11new.doc & https://www.unhcr.org/recruit/unhcr-phf-
sup.docm

No late applications will be accepted. Only shortlisted candidates will be contacted.

Shortlisted candidates will be required to sit for a driving test and an oral interview.
UNHCR does not charge a fee at any stage of the recruitment process (application, interview,
processing or any other fees).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to
ensure that male and female employees are given equal career opportunities. UNHCR is
committed to achieving workforce diversity in terms of gender, nationality and culture. All
applications will be treated with the strictest confidentiality.