Hardship Level A (least hardship) Family Type Family Family Type Family Residential location (if applicable) Grade GS4 Staff Member / Affiliate Type General Service Reason Regular > Regular Assignment Target Start Date 2025-09-01 Deadline for Applications August 26, 2025 Standard Job Description Administrative Assistant Organizational Setting and Work Relationships The Administrative Assistant will provide administrative assistance to the immediate supervisor and/or Head of the Office, 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/Division/Bureau 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. 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: (These duties are generic and may not be carried out by all Administrative Assistant: please refer to the organizational context). - 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. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level G4 - 1 year relevant experience with High School Diploma; or 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 Not specified Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures IT-Enterprise Resource Planning (ERP) (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 Colombia is the country most impacted by the outflow of over 7.7 million Venezuelan refugees, hosting nearly 2.8 million Venezuelans. Over 2.4 million have registered to benefit from the Temporary Protection Status (TPS), issued by the Government of Colombia in February 2021. The TPS provides a 10-year protection status and access to a full range of rights, including healthcare, education, formal employment, and financial inclusion. More than 1.9 million permits have been delivered; however, challenges remain in terms of access to rights and services. Xenophobia against Venezuelans persists, as misinformation and the perceptions that Venezuelans will take away job opportunities from Colombians, fuel general discontent. UNHCR supports the TPS roll-out, as well as a similar initiative announced by the Government of Colombia in December 2024, and believes it is a promising pathway for addressing the vulnerable situation of Venezuelan refugees, including opportunities for durable solutions. At the same time, despite the 2016 Peace Agreement, conflict and armed violence continue to generate new internal displaced persons, in addition to the 7.7 million Colombians already displaced. Afro-Colombians and indigenous people continue to be disproportionally affected by large-group displacement events and confinements, particularly in the Pacific coast. UNHCR and partners work to strengthen preventive actions as well as to respond to emergencies, providing protection and solutions for internally displaced persons. UNHCR also works with individuals transiting Colombia, including promoting alternatives to dangerous, irregular crossings of the Darien region for those heading north. UNHCR is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of age, disability, gender identity, sexual orientation, nationality, socio-economic, religious and ethnic backgrounds, to apply to become a part of the organization. Furthermore, UNHCR Colombia strongly encourages persons living with disabilities to apply to this position. The grading (step calculation) of the appointed candidate will be based on the information you have registered in Workday. Please make sure to include all the relevant work experience you have (specify the relevant responsibilities) as well as educational qualifications necessary for the position. Any discrepancies or missing information could affect this step calculation. Desired Candidate Profile: At UNCHR Sub-Office in Medellín, we are seeking an organized, proactive individual with experience in administrative, financial, and logistical matters, with an emphasis on budget management and Excel development, to join our team as an Administrative Assistant (G4). This individual must be able to work independently, rigorously monitor processes, communicate effectively, and adapt to a dynamic environment. It is essential that they have a good command of office tools, an intermediate level of English, and be available to support field missions when necessary. The role requires a high level of responsibility, as during temporary absences of the unit manager, this individual must be able to independently assume certain tasks, ensuring operational continuity. We value commitment, a willingness to learn, and prior experience in humanitarian organizations. In addition to technical experience, we require the following skills and abilities: - Willingness to work as a team and a willingness to work. - Proactivity and constant monitoring of financial and administrative processes. - Strong communication skills, as the position involves frequent interaction with other offices, suppliers, and other external stakeholders. - Excellent planning and organizational skills. - Efficient time management and meeting deadlines. - Ability to work under pressure and in changing environments. - Logistics management of drivers. - Willingness to continuously learn. - Flexibility and adaptability to operational changes. Required languages (expected Overall ability is at least B2 level): English , Spanish , Desired languages , , Operational context Occupational Safety and Health Considerations: Nature of Position: Living and Working Conditions: Additional Qualifications Skills IT-Computer Literacy, IT-Enterprise Resource Planning (ERP), UN-UN/UNHCR Administrative Rules, Regulations and Procedures Education Certifications Business Administration - Other, Finance - Other, HCR Learning Program - UNHCR, Human Resources - Other, Office Management - Other Work Experience Competencies Accountability, Client & results orientation, Commitment to continuous learning, Communication, Organizational awareness, Planning & organizing, Teamwork & collaboration UNHCR Salary Calculator https://icsc.un.org/Home/SalaryScales Compendium Additional Information Functional clearance This position doesn't require a functional clearance #J-18808-Ljbffr