The office of the United Nations High Commissioner for Refugees (UNHCR) is seeking a candidate to fill the vacancy of the following position: Administrative Assistant/Receptionist (G4) in Brussels, Belgium, Position 10022500.
The Admin Assistant/Receptionist will be part of the Regional Representation for Western Europe's administrative team, which manages UNHCR premises in Brussels, where the RRWE, the Bureau for Europe, Donor Relations and Resource Mobilisation and Private Sector Partnerships have units. Under the supervision of the Regional Admin/HR Officer and within his/her areas of responsibility, the Admin Assistant/Receptionist will ensure persons of concern, visitors and the UNHCR workforce will receive appropriate and professional services in well managed premises. S/he will receive regular guidance from the supervisor. The incumbent will manage the reception area, day to day office services and the good functioning of premises and equipment within his/her areas of responsibility. S/he will provide support to the Security Focal Point. S/he will prepare travel authorisations for all units, and will assist in the Office's tendering exercises. S/he will have ICT support functions, preparing DSS forms and acting as back-up first level support. The incumbent will liaise with internal and external entities, under the supervisor's specific instructions, to ensure effective delivery of services and achievement of objectives. The nature of the role and the tasks requires tact, discretion, respect for confidentiality, timeliness, accuracy and adherence to UNHCR's standards and practices. The incumbent's workload and the assignments will remain under the constant scrutiny and direction of the supervisor.
The incumbent will perform the following tasks:
- Receive, screen and assist visitors and persons of concern and direct them to the appropriate staff member/uni/office;
- Take messages or provide general information, understanding the importance and confidentiality of the issues treated;
- Adopt a tactful attitude to inform and convince interlocutors to accept unwelcome situations, such as waiting longer than expected, or unavailability of staff, or the need to respect procedures for visitors;
- Identify and prioritize vulnerable cases;
- Report immediately on any security concerns occurred at the reception area or relevant security concerns in the office premises/building/duty station.
- Act as support to the Security Focal Point and back up on day to day safety and security issues: obtaining information and preparing reports; managing the fire warden system and being coordinator of fire & evacuation procedures; maintaining the emergency communication system and informing staff as needed; providing a guided orientation to the office premises to introduce all newly arriving workforce to security and safety procedures; preparing safety and security manuals and accurate information for staff; ensuring fire equipment, AED and first aid equipment are always functioning and maintained; manage storage, distribution and records of badges and keys, programming badges as required;
- Ensure the reception area always presents a welcoming and professional image for UNHCR;
- Monitor the office premises for maintenance issues and take appropriate action to resolve issues swiftly, in consultation with the supervisor. Consolidate premises information and provide data to the supervisor as required;
- Liaise with and maintain good working relations with UNHCR's maintenance companies, technicians and other external suppliers to ensure swift, effective services to best serve UNHCR;
- Maintain stocks of office supplies, and keep up to date stock records. Ensure the storage & archive rooms are tidy, well organised and function well. Prepare orders for new supplies purchases. Monitor the performance of suppliers. Assist in management of the archives, under direction of the supervisor;
- Assist in informal and official tendering exercises;
- Receive, register, route incoming and outgoing mail and other shipments, when required;
- Act as main liaison between UNHCR and the building management for day to day issues;
- Make arrangements to book external meeting rooms, organise meeting catering, and other meeting facilities as instructed;
- Prepare travel authorisations, including calculation of travel entitlements for all Brussels units as required: Regional Representation & Bureau for Europe, and their reporting offices when necessary; Private Sector Partnerships and DRRM units;
- Prepare and submit DSS forms for the workforce, maintain records, and resolve system access problems in consultation with the responsible staff/units;
- Act as back up to the Snr. IT Associate for first level ICT issues, resolving where possible or escalating them when necessary;
- Assist in drafting and maintaining office manuals, procedures and administrative records which may be needed;
- Act as informal administrative information resource, providing guidance to all Brussel workforce regarding approved office procedures, including to the office interns;
- Maintain accurate and complete hard copy and electronic records, in line with office needs and instructions;
- Draft routine correspondence, and other correspondence under guidance;
- Perform any other duties deemed necessary by the supervisor/senior management in order to meet the internal and external level of the services of the Organisation.
- Completion of secondary education with certificate/training in Business Administration, Social Sciences or other related field;
- Minimum 3 years of previous job experience relevant to the function;
- Computer skills (MS office);
- Fluency orally and in writing in English and French.
Desirable qualifications and competences
- Previous experience working in or with UNHCR;
- Completion of UNHCR learning programmes or specific training relevant to the functions of the position;
- Good working knowledge of UNHCR administrative and financial rules, procedures and processes;
- Knowledge and working experience of MSRP (PeopleSoft);
- Fluency orally and in writing in Dutch and oral competence in other languages.
1 year renewable.
Interested candidates are invited to fill in the Personal History (P.11) form which can be obtained at www.unhcr.org/recruit/p11new.doc. Completed forms are to be submitted by Tuesday, February 28th 2017 at 24h00, together with a motivation letter in English to [email protected] with “Administrative Assistant/Receptionist” in the subject. Late applications will not be accepted.
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