Senior Administrative Assistant
UNHCR.com
Office
Deir Ezzor, Syria
Full Time
Deadline For Applications
November 1, 2025Hardship Level
E (most hardship)Family Type
Non FamilyFamily Type
Non FamilyDanger PayResidential location (if applicable)
Grade
GS5Staff Member / Affiliate Type
General ServiceReason
Regular > Regular AssignmentTarget Start Date
2025-11-14Standard Job Description
Senior Administrative Assistant
Organizational Setting and Work Relationships
The Senior Administrative Assistant will provide administrative support to the office where the position is located.
The Senior Administrative Assistant normally has no direct supervisory functions though it rests upon the supervisor of the post to make time specific arrangements subject to a given situation. The incumbent normally works under the direct supervision of more senior local or international staff, who is required to monitor the performance of the incumbent and provide regular guidance. S/he may liaise with local suppliers and/or officials and/or Implementing Partners (IPs) on routine subject matters under the direction of the supervisor.
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
- Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.
- Attend meetings on day-to-day admin 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 issuance/ renewal of visas, licences, 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.
- Prepare attestations and certificates required by the staff members for signature of senior officer.
- Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources, or other related field.
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified.
Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills
*IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-PeopleSoft Applications
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
• Experience working with United Nations or other international organizations, knowledge of UNHCR admin and financial rules, procedures and processes is an advantage.• Previous experience in business administration, finance, office management and human resources or other related fields.
• Experience with information technology systems and tools
• Experience working in a multicultural environment
• Possessing good interpersonal and communication skills, good speaking, writing and documentation skills
• Creative and self-motivated and highly organized
Required languages (expected Overall ability is at least B2 level):
,
,
Desired Languages
,
,
Operational Context
Occupational Safety And Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link: https://wwwnc.cdc.gov/travel
Nature Of Position:
UNHCR is delivering its activities in Deir ez-Zor governorate through a field office located in Deir ez-Zor city, supported by UNHCR Sub-Office Qamishli (SOQ) in the Northeast of Syria (NES) which operates in a highly complex context in three governorates Hassakeh, Raqqa, and Deir Ez-Zor.
Under the supervision of the Head of Office, the Senior Administrative Assistant with support of the admin units in SOQ and CO will provide administrative assistance to the Head of the Office and the team to ensure that services and activities within the human resources, administrative, finance domain are properly implemented.
The Senior Administrative Assistant will receive regular instructions from supervisor, who is required to monitor the performance of and provide regular guidance. 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 nature of certain tasks such as those related to personnel and individual cases amongst others requires discretion and confidentiality as per UNHCR standards and practices.
In addition, the Senior Administrative Assistant will manage key administrative tasks including office contracts with coordination and support of Country Office and common services, daily operations and staff attendance, lease and insurance renewals, and travel arrangement. S/he has direct supervisor function to the drivers. and may liaise with local suppliers and/or officials and/or Partners on routine subject matters under the direction of the supervisor. 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 issuance/ renewal of visas, licenses, travel arrangements and other similar documents. Moreover, s/he had to Facilitate various official missions of UNHCR staff inside/ outside the duty station.
Living And Working Conditions:
The present unstable security situation in Syria creates continuous pressure at work and in daily life as priorities are frequently upended for other urgent ad-hoc tasks. The incumbent should be prepared to work under such conditions and be able to manage stressful situations. This position is for locally recruited staff, and they are expected to make arrangements for their accommodation during the period of assignment. There is a favorable condition in accessing medical healthcare and access to the market. Recruited staff will operate from the UN hub where office space and all equipment will be provided. There are frequent power cuts, however, in the absence of electricity, there is a standby power backup generator in the Office. Potable water is available from the water supply system. Roads are generally paved in most areas and public transportation is available between sub-districts. Weather conditions in winter can be cold, and staff needs to have appropriate clothing and heating to maintain good health. Communication through mobile and internet services is available at the UNHCR Office within the hub and from network service providers.
Additional Qualifications
Skills
IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and ProceduresEducation
Certifications
Business Administration - Other, Finance - Other, Human Resources - Other, Office Management - OtherWork Experience
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaborationUnhcr Salary Calculator
https://icsc.un.org/Home/SalaryScales