Senior Administrative Assistant

• Country: Beijing, China
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNHCR
• Gender: Both
• Deadline: February 14, 2024

Purpose and Scope of Assignment
(Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable)
• Assist in facilitating implementation of personnel administrative formalities and processing of documents in relation to official travels, leaves, and movements of staff including UNHCR staff and Affiliate Workforce in PSP team. Support staff member with processing personnel-related documentation.
• Responsible for travel arrangements for all PSP team members at PSP China, etc. Regularly update travel plan of staff in the team calendar.
• Responsible for coordinating events (workshops, meetings), and make logistics and administrative planning, preparations of venue and materials in coordination with the relevant managers. Provide on-site support and liaise with vendors on event-related matters.
• Liaise with procurement unit and PSP requester when required including preparation of requisitions and receipt of goods or services. Actions must be taken in accordance with UNHCR rules and regulations.
• Assist the manager to manage the recruitment of Affiliates from vacancy announcement until contract issuance. Monitor the progress of the recruitment of each position and keep the documents on file in both shared folder, and other locations as required by the organization for audit trail.
• Maintain the inventory of IT and communications equipment of the team. Monitor the asset management, track to ensure all are recorded accurately on both internal excel tracking sheet and application as identified by ICT unit.
• Ensure that an orderly and systematic filing system is maintained for efficient and timely retrieval of files and safekeeping of confidential documents and other relevant materials. Contribute to the development and use of automated filing systems.
• Regularly update on SharePoint Application on transactions management portal & update reference files in all sections to ensure correct data provided for PSP operations.
• Perform other related duties as assigned.

3. Monitoring and Progress Controls
(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)
• Provide timely and accurately administration supports including official travels, logistics and organization of workshops and meetings.
• Maintain orderly and systematic filing system with accuracy
• Provide accurate and maintain up-to-date records of staff movements.
• Provide accurate inventory report of IT and communication equipment.
• Able to provide support to Human Resources administration formalities for Affiliates.

4. Qualifications and Experience
(List the required education, work experience, expertise and competencies of the individual contractor. The listed education and experience should correspond with the level at which the contract is offered.)

a. Education (Level and area of required and/or preferred education)

High School/Secondary Diploma or Completion of Tertiary Education (high school diploma) with training in Business Administration, Finance, Office Management, Human Resources or a related field

b. Work Experience
(List number of years and area of required work experience. Clearly distinguish between required experience and experience which could be an asset.)

For high school diploma: minimum 2 years of relevant work experience and for Bachelor degree or higher: minimum 1 year of relevant work experience

c. Key Competencies
(Technical knowledge, skills, managerial competencies or other personal competencies relevant to the performance of the assignment. Clearly distinguish between required and desired competencies)
• Fluent in both Chinese and English (written and spoken)
• Highly accurate with a good attention to detail.
• Good organizational skills.
• Good interpersonal and communication skills.
• Works well under pressure.
• Highly accurate with a good attention to detail.
• Good knowledge of MS office programs

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