Job Title: Administrative Assistant
Job ID 37875

Location: Touboro, Cameroon
Salary Grade: G4
Hardship Level: E
Family Location Type: Family

  Following the crisis in the Central African Republic from the end of 2013, the North, Adamaoua and East regions experienced a massive influx of refugees. For better protection and care of these populations, new offices have been set up, including the Touboro Field Unit.
The Touboro field unit provides assistance and protection to 44,411 This population is mainly composed of Muslims, although there is a percentage of Christians.
Directly attached to the Meiganga Field Office, which responds to the Bertoua Sub-delegation, all the interventions carried out by the Touboro Field Unit are part of a multi-year strategy 2022-2026, which aims to encourage the support of humanitarian, development and private sector partners with a view to achieving protection and assistance objectives by pooling resources and ensuring sustainability.
Social cohesion, community mobilization, child protection, GBV prevention and response actions, education and the search for sustainable solutions including empowerment are the constant challenges encountered by this population which must not only cope with dwindling resources in general, but also with targeting in the different sectors of assistance.
Despite 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 to carry out all these activities, the office needs the support of the
In view of this context, it appears that the Office needs an ICT to ensure the proper management of staff, office, equipment and better monitoring of UNHCR finances in Touboro.
The Administrative Assistant will make a significant contribution to the well-being of the staff and the resolution of human resources problems.
The incumbent is directly supervised by the Head of Office.

Living and Working Conditions (up to 2,500 characters)

The city of Touboro is a commune of Cameroon located in the North region, more precisely the department of Mayo-Rey. It is one of the four districts of this department, and represents a crossroads between three countries: Cameroon, the Central African Republic and Chad. The nearest large town to Touboro is Ngaoundéré, located 247 km away, via a paved access road.

NB: the UNHCR Touboro office covers the entire region of northern 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 installed there.
Seasons: Sudanese-type climate, there are 2 main 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, the water is insufficient for the demand, and recourse to traditional wells is frequent. We also note the presence of some boreholes built by NGOs, but the supply of drinking water remains a challenge.
Electricity: the company ENEO is present and ensures the supply of electrical energy, itself powered by a generator. For this purpose, electricity is present from 8 am to midnight; but in the event of a fuel shortage, it very often happens that the city remains without energy for several weeks. Over two months, you can count three weeks in a row without electricity.
Telephone: Three mobile telephone networks are active in the city: Orange, MTN and NEXTTEL. It is recommended to be subscribed to 03 insofar as we very often observe network problems and sometimes a cut over several days from one of the 03 suppliers (internet and calls). In the surrounding localities, the three are not automatically active
Health: the technical platform of the Touboro district hospital is more or less provided, there are no clinics, rather private centers and an Integrated Health Center. In addition, we note the presence of a single pharmacy which is not sufficiently supplied but gives the possibility of ordering medication and waiting a few days for delivery. For better health monitoring, you have 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 Commissariat. Despite this, there have been upsurges in assaults and kidnappings for ransom, particularly during harvest and livestock sales. 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

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 liaison 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 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 logistical 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.