Administrative Assistant

Vakansiyanın detalları

Əmək haqqı: Razılaşma yolu ilə
Kateqoriya: Assistant
Məşğuliyyət: Tam iş günü
rus dili ingilis dili ERP

Vakansiyanın təsviri

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/Division.
May regulate and monitor routine provision of services and/or shifts from providers, as and when applicable;
Monitor office/compound facilities and equipment and in consultation with the supervisor take appropriate action to ensure proper functioning at all time.
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.

Xüsusi tələblər

G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher
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.
IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
IT-Enterprise Resource Planning (ERP)
Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion;
Relevant previous experience in administrative and accounting activities, with a solid understanding of basic accounting principles.
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.
Draft correspondence, minutes of meetings 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.
Perform other related duties as required.
The candidate should be a national of the Azerbaijan Republic or have an official permit to work in the country.