Job Title: Admin Assistant Vacancy Notice: VN 03/2019 Position Number --
Location: Catania, Italy Position Grade: UNOPS L-ICA 4 Closing Date: 2019-01-22
Organizational Context

The Central Mediterranean has become the primary entry point to Europe for refugees and migrants since mid-2016. In 2017, some 120,000 refugees and migrants arrived by sea to Italy. The range of protection needs and risks among new arrivals to Italy is wide and complex and require a comprehensive protection response.

Against this background and while UNHCR has had an operational presence in Southern Italy since 2006, the Catania office was opened in July 2017. Because of this operational context, the number of workforce has increased significantly and hence the workload of the support functions in administration.

In 2019, between 20,000 and 40,000 sea arrivals are expected to arrive to Italian shores. Moreover, in a national context characterized by a hindered access to the right to participation of refugees, UNHCR intends to work in 2019 to empower refugee and asylum seekers communities to meet their own protection, by ensuring they are at the centre of operational decision-making and by building protection strategies in partnership with them. A solid starting point for UNHCR in working with communities which started in 2018 is identifying and engaging with initiatives at local level which mobilize community-based systems and networks.

UNHCR is looking for a qualified candidate to perform functions of Admin Assistant, with immediate deployment in Catania.


Under the direct supervision of the UNHCR Senior Protection Associate (Community-Based), G7, based in Catania and in close coordination with senior Admin colleagues at the UNHCR Regional Office for Southern Europe in Rome, the Admin Assistant will:

i. Assist with administrative and logistical arrangements for internal and external meetings and events.
ii. Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.
iii. Assist in arranging movements of UNHCR staff and monitor their attendance records, leave plans, overtime.
iv. Assist in the preparation, collation and review of travel claims and supporting documentation.
v. Arrange appointments and maintaining office calendar, keeping and updating contact lists of relevant counterparts.
vi. Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
vii. Draft correspondence, reports, and justifications on general administrative tasks as required.
viii. Support in filing and disseminating UNHCR policies and documents, on the basis of Supervisorís instructions. Provide clerical assistance to the office to ensure that routine services and activities are properly implemented.
ix. Support with other administrative tasks as required.

Accountability and Authority

Envisaged starting date: mid-February / beg-March 2019.

Duration: first three months (probationary), with possibility of extension for other three months.

Remuneration: UNOPS Local Individual Contractor Agreement (L-ICA, level 4).

Candidates must have the right to work in Italy.

Only short-listed candidates will be contacted for the assessment. Shortlisted candidates will be assessed through a written test and an oral interview.

For application-related queries, please write to




Minimum Qualification and Professional Experience Required

  • Completion of secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related field.
  • Minimum 4 years (for secondary education holder) or 3 years (for secondary education and certificate/training holder) of previous job experience relevant to the function.
  • Fluency in English and local language (Italian).
  • Computer skills (MS office and People soft applications).
  • Flexibility and adaptability.
  • Good interpersonal, communication and team working skills.

Download:Job description/terms of reference


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