Associate Administrative
United Nations High Commissioner for Refugees
مجموع سنوات الخبرة :14 years, 0 أشهر
- Performs personnel work including interpretation and processing of entitlement, issuance of contracts maintenance of various personnel records and files.
- Assists in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering shorthand and typing exams, conducting preliminary interviews of candidates; assigns General Service staff to meet work requirements; reviews and evaluates work of subordinates.
- Briefs international personnel on general administrative matters relating to visas, licenses, security; provides advice and ensures administrative support as required.
- Advises and assists other staff in the area of office management. Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow-up action.
- Prepares, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
- In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
- Requisitions office supplies and equipment locally and abroad and arranges for control of distribution and maintenance of appropriate inventory records.
- Provides interpretation of administrative rules, regulations and procedures.
- Responsible for the overall management and coordination of the case management system on behalf of the resettlement team based in Shousha refugee camp on the Tunisian-Libyan border, organizing, monitoring and distributing cases between resettlement caseworkers and reviewers to ensure the continued timely finalization of resettlement submissions.
- Conducted RST interviews when requested to ensure RST needs are clearly defined and case history appropriately recorded.
- Updated and familiarized myself with country of origin information to ensure that case profiles are complete.
- Compiled and submitted updated resettlement reports and statistics to management on a regular basis whilst ensuring that the case management database was correctly maintained and updated.
- Coordinated and maintained professional partnerships with relevant agencies, including IOM and ICRC, to ensure the issuance of travel documents and completion of travel arrangements for refugees accepted for resettlement.
- Counseled individual refugees on the resettlement and departure procedures and provided assistance in completing necessary paperwork and other departure formalities especially for the private sponsorship applicants to Canada, France, etc…
- Disseminated resettlement policy guidelines and operational procedures among refugees and partners and ensured transparency and efficiency in dealing with resettlement countries, facilitating their procedures pre-departure and following up on queries regarding individual cases.
- Arranged appointments and maintained representative’s calendar, received high-ranking visitors.
- Drafted briefing notes and coordinated inputs with various units in UNHCR to ensure that documents for the representative up to date for the official meetings.
- Prepared briefing materials for representative for official meetings.
- Arranged meetings with high-ranking officials and official receptions given by the representative.
- Received, screened, logged and routed correspondence, attached necessary background information and maintained follow-up system.
- Typed correspondence, documents and reports, etc.
- Kept lists of names, addresses and telephone numbers of ministries, government officials and members of the diplomatic corps.
- Coordinated and attended meetings with implementing partners, government and the General security where refugee issues were discussed.
- Conducted Interviews for referred cases to identify resettlement and protection needs, apply relevant criteria in conjunction with the Resettlement Unit team; draft case assessments; complete resettlement referrals forms including analysis in accordance with UNHCR guidelines.
- Followed up pending submissions and track changes in case profile.
- Organized and coordinated the departure of resettled refugees with implementing partners, NGOs and government authorities.
- Liaised with ICRC for issuance of travel documents.
- Assisted in scheduling resettlement interviews of refugees and organized the logistics of resettlement government interview missions.
- Conducted COI research to distribute among colleagues in the unit.
- Counseled refugees on resettlement procedures.
- Prepared statistical reports.
- Assisted in drafting reports for a work plan.
- Responsible for the Voluntary Repatriation Program for Iraqis in Jordan and Lebanon.
- Provided administrative assistance for the Resettlement Department.
- Coordinated and liaised with UNHCR, ICRC and the General Security.
- Attended missions to Lebanon to arrange for the Voluntary Repatriation of Iraqis who entered Lebanon during the war in Iraq.
- Coordinated with colleagues, with General Security, UNHCR, Lebanese Red Cross, local food companies, and transportation companies to arrange for land movements from Lebanon to Iraq.
- Provided work plan to facilitate the movement.
- Prepared and provided reports to the management.
- Finalized financial reports and payments needed for the movements.
- Escorted Iraqi families to the Syrian/Iraqi Borders.
- Submitted reports for the Head of mission
- Responsible for all Administrative work including Human Resources Department, Contacting Press Agencies, Publishing and advertising Agencies. This includes:
- Prepared payments purchase authorizations and other financial transactions that ensured compliance with staff rules, financial rules and implementing Instruments/authority.
- Supervised the preparation of the end of month accounts.
- Prepared salary slips after deducting the income tax, social security and staff benefits.
- Monitored and forecasted cash requirements to meet administrative and project expenditures. Established monthly cash requirements for the office and requests timely replenishments.
- Maintained a proper filing system for all financial documentation.
- Constantly reviewed banking statements.
- Briefed new staff members on finance matters
- Started working in the treasury department where all money transaction took place, then moved to the Branch Operation Unit where I learned the filling system and the importance of having all the transaction documented in each client’s file. Then moved to the “Customer Services” where I dealt with clients on a high level and practiced some marketing skills, and then I moved to the “Letter of Credits”.