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Organization: Office of the United Nations High Commissioner for Refugees (UNHCR)
Country: Cameroon
Field location: Touboro
Office: UNHCR in Touboro
Closing date: Monday, 4 July 2022
Eligible Applicants: This position is advertised open to Group 1, Group 2, if applicable, and external applicants.
Procedures and Eligibility: Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).
Duties and Qualifications: 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.
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 N/A
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.
Language Requirements: Good knowledge of French and working knowledge of English.
Knowledge of local language is an asset.
Additional Information
Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).
Only shortlisted candidates will be invited for an eliminatory written test followed by an interview. See below for this postion’s Operational Context
Nature of the Position (up to 2,500 characters)
As a result of the crisis—- in the Central African Republic from late 2013—-s —-s north, —-s regions—- and east experienced a massive influx of refugees. For better protection and care of these populations, new Offices have been set up, including the —- Field Unit of Touboro. The Touboro —- provides assistance and protection to 44,411 This population is composed mainly of Muslims, although there is a percentage of Christians —- recorded. Directly attached to the Meiganga Field Office, which responds to the Bertoua Sub-Delegation—-, all of the interventions led by the Touboro Field Unit are part of a multi—-s 2022-2026 strategy, which aims to encourage the accession of humanitarian, development—- and private sector partners—-s —- view to achieving the objectives of protection and assistance through the pooling of resources and —- sustainable nature. Social cohesion, community mobilization,—- child protection, prevention and response actions to GBV, education and—- the search for sustainable solutions, —-s —- constant challenges faced by this population, which has to deal not only with the dwindling resources in general, but also with targeting in the different sectors—- of assistance. Despite the continuing insecurity along the border with the Central African Republic, the Government of Cameroon has kept its borders open and continues to provide unrestricted access to its territory. It should be noted that in order to carry out all these activities, the office needs the administration—- support for the management of UNHCR—- buildings and resources in accordance with the rules of the art—-. In view of this context, it appears that the Office needs an ICT to ensure the proper management of unHCR—-s staff, office, equipment and better monitoring of finances in Touboro. The —- Assistant —- Directors will make a significant contribution to the well-being of the staff and the resolution of human resources issues. The incumbent is supervised directly by the Head of Office.
Living and Working Conditions (up to 2,500 characters)
Touboro is a town and commune in the Mayo-Rey Department of Cameroon. It is one of the four arrondissements of this department, and represents a crossroads between three countries: Cameroon, the Central African Republic and Chad. The closest large city to Touboro is Ngaoundéré, located 247 KM away, by asphalt access —-.
NB: the UNHCR Touboro office covers the entire northern region of Cameroon, with a strong presence in the department of Mayo-Rey (36,529 km²), more precisely in—- the district of Touboro (16,610 km²), due to the large number of refugees who are settled there. Seasons: Sudanese type climate, there are 02 major seasons:
A dry season (with moments of great freshness in the morning and evening): from December to April.
A rainy season (with frequent showers): from June to September.
Two transition periods: May – October to November. The highest temperatures are around 35°C. Water: the town hall manages a borehole for the whole city. However, —- water is insufficient for demand, and the use of traditional wells is frequent. There are also some boreholes built by NGOs, but the supply of drinking water remains a challenge. Electricity: ENEO—-s company is present and supplies electrical energy, which —- itself powered by a generator. For this purpose, electricity —- be present from 08:00 in the morning to midnight; but in case of fuel shortage, it very often happens that the city remains without energy for several weeks. Over two months, we can count three weeks—- in a row without electricity. Telephone: Three mobile phone networks are active in the city: Orange, MTN and NEXTTEL. It is recommended to subscribe to the 03 —- as there are very often network problems and sometimes a break over several days of—- one of the 03 providers (internet and calls). In the surrounding localities, the three are not automatically active Health: the technical platform of—- the District Hospital of Touboro is more or less provided, there are no clinics, rather private centers and an Integrated Health Center—-s center. In addition, we note the presence of —- a single pharmacy that—- is not sufficiently supplied but gives the opportunity to place the order of medicines and wait a few days for delivery. For a better health follow-up, it is necessary to go to the city center of Ngaoundéré, about 250 km away. Security: Overall, the city of Touboro is relatively calm. The security forces present include the Rapid Intervention Battalion (BIR), the Mobile Intervention—- Battalion (BIM), the National Gendarmerie and the Public Security Commission, —-s Legislative Intervention Battalion(IBA). Despite this, there have been reports of —- abuses and —- for ransom, particularly during the harvest period and the sale of livestock. It is recommended to follow the safety instructions. Local language: Foulbé
Duration of Appointment
One-year Fixed-term Appointment.
Closing Date
Closing date for submissions or applications is 4th July 2022
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