Background (UNHCR)
The United Nations High Commissioner for Refugees (UNHCR) is a UN agency dedicated to protecting and assisting refugees, asylum-seekers, stateless people, and internally displaced persons (IDPs). Established in 1950 after World War II, it was initially meant to help Europeans displaced by the war, but its mandate expanded as new crises emerged. UNHCR provides life-saving aid—shelter, food, healthcare, and education—while advocating for legal protection and long-term solutions like voluntary return, local integration, or resettlement.
Details
Location: PSP Toronto
Title: Senior Administrative Assistant
Application deadline: 21 July 2025
Type of contract: Fixed Term Appointment
Category/Grade: General Service, Grade 5
Duration: One year contract as of start date
Expected start date: 01 September 2025
Workday Reference: JR2557664
Key Duties & Responsibilities
1. Financial Management & Support
- Budget & Expenditure Monitoring:
- Actively participate in operational reviews and financial meetings to assist senior management in tracking expenditures and ensuring compliance with budgetary guidelines.
- Monitor budget allocations, commitments, and utilization, flagging variances and recommending adjustments to optimize resources.
- Payment Processing & Reconciliation:
- Facilitate timely processing of payments, verifying supporting documentation for accuracy and completeness.
- Maintain regular communication with suppliers/vendors to resolve invoicing or payment discrepancies.
- Support revenue tracking, bank reconciliations, and financial reporting to ensure transparency.
- Financial Reporting & Compliance:
- Prepare periodic financial reports, highlighting discrepancies, trends, or risks for management attention.
- Liaise with local banks to address account-related queries and ensure smooth financial operations.
- Assist in year-end financial closure activities to ensure full budget utilization and audit readiness.
2. Human Resources Support
- Recruitment & Onboarding:
- Draft vacancy announcements, screen applications, administer assessments, and coordinate interview logistics (panels, documentation, evaluations).
- Prepare requests for temporary appointments, contract extensions, and hiring committee submissions.
- HR Administration & Compliance:
- Maintain accurate personnel records in Workday (or relevant HR system), ensuring data integrity and confidentiality.
- Assist staff with administrative formalities (e.g., accreditation, visas, leave requests) and draft HR correspondence (appointment letters, attestations, etc.).
- Process entitlements, contracts, and claims (e.g., Medical Insurance Plan/MIP) in alignment with UNHCR policies.
- Confidentiality & Policy Adherence:
- Handle sensitive HR documents with discretion, adhering to data protection standards and organizational protocols.
3. General Administration & Office Management
- Facilities & Logistics:
- Oversee day-to-day office operations, including asset management, lease agreements, insurance renewals, and inventory control.
- Manage office supplies, equipment requisitions, and distribution while maintaining accurate records.
- Travel & Mission Support:
- Coordinate travel arrangements, visa processing, and accommodation for staff and official visitors.
- Prepare mission documentation, expense reports, and related logistics.
- Records & Correspondence:
- Maintain filing systems (physical/digital), retrieve reference documents, and draft confidential reports, letters, and meeting minutes.
- Schedule appointments, manage calendars, and screen communications for supervisors.
- Staff Welfare & Compliance:
- Monitor attendance, leave balances, and overtime records; facilitate staff attestations and certifications.
- Support the administration of UNHCR office/residential compounds, ensuring compliance with safety and operational standards.
Additional Responsibilities
- Provide cross-functional support during peak workloads or emergencies.
- Participate in training sessions to enhance knowledge of UNHCR systems (e.g., PeopleSoft) and administrative procedures.
- Undertake other duties as assigned by supervisors, demonstrating flexibility and initiative.
Required Qualifications & Competencies
Education & Experience
- Education:
- High School Diploma + 2 years of relevant experience OR
- Bachelor’s degree in Business Administration, Finance, HR, Office Management, or related field + 1 year of experience.
- Certifications: Training in finance, HR, or administration (e.g., UNHCR learning programmes) is an asset.
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Functional Skills
- Technical Proficiency:
- Strong computer literacy (MS Office, HR/financial software like Workday or PeopleSoft).
- Knowledge of UN/UNHCR administrative rules, financial regulations, and procurement processes.
- Language: Fluency in English and the UN working language of the duty station; local language proficiency is desirable.
Core Competencies
- Accountability
- Effective Communication
- Organizational Awareness
- Teamwork & Collaboration
- Commitment to Continuous Learning
- Client & Result Orientation
Cross-Functional Competencies
- Analytical Thinking
- Planning & Organizing
Desirable Attributes
- Prior experience in multicultural environments or UN systems.
- Ability to manage confidential data with integrity.
- Proactive problem-solving skills and adaptability to dynamic priorities.
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