snr Administrative Associate needed
Residential location (if applicable)
Grade
GS7
Staff Member / Affiliate Type
General Service
Reason
Regular > Regular Assignment
Target Start Date
2022-12-01-08:00
Job Posting End Date
November 1, 2022
Standard Job Description
Senior Administrative Associate Organizational Setting and Work Relationships The Senior Administrative Associate is responsible for assisting the concerned manager in the implementation of general administrative and resource management tasks. The incumbent will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results and conformity to policy and procedures. S/he is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer. The incumbent may directly supervises some support staff. Contacts on administrative related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services/partners/national authorities on routine subject matters as well as on matters of importance to the Organization. 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
– Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
– Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
– Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided in general and specialized areas.
– Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assigns General Service staff to meet work requirements. – Reviews and evaluates work of subordinates directly or through lower-level supervisors.
– In addition to general administration responsibilities, may also supervise, directly and indirectly, activities concerned with office and grounds maintenance, security, transport and similar services. – Briefs international personnel on general administrative matters, provides advice and ensures administrative support as required. – Advises and assists senior 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 correspondence, special reports, evaluations and justifications as required on general administrative or specialized tasks that may be of a confidential nature within the assigned area of responsibility.
– Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G7 – 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher Field(s) of Education N / A (Field(s) of Education marked with an asterisk* are essential) 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: Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills *IT-Computer Literacy BU-PeopleSoft EPM/Budget *CO-Drafting and Documentation *UN-UN/UNHCR Administrative Rules, Regulations and Procedures SC-UN/UNHCR Procurement Rules and Procedures (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.
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Desired Candidate Profile
Ability to undertake multiple tasks within short notice. This function plays a vital role in maintaining harmonious and effective relationships amongst colleagues and with service providers. The incumbent should have good contacts with the Governmental authorities, a good understanding of the systems, good negotiation, and interpersonal skills to communicate effectively within the cultural context, work with teams, provide leadership and supervise teams. The incumbent will be supervising two staff members at the G level.
Required languages (expected Overall ability is at least B2 level):
French
Desired languages
English
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
Nature of Position:
Under the supervision of the Senior Administrative Officer, and working closely with the Finance team, the Senior Administrative Associate will support the implementation of general administrative and resource management tasks and contribute to preparing the Teams to work plans for identifying work priorities in close collaboration with Admin/ Finance/ supply and Programme Teams. S/he will also contribute to the consolidation of Administrative inputs requested by the Bureau, HQ and the Field. The Snr Admin Associate is responsible for coordinating and liaising with Governmental departments on protocol and visa-related issues, including support to Cameroon, Gabon, Equatorial Guinea and Sao Tome & Principe. S/he will also provide input into the drafting of the Business Continuity Plan. S/he is the liaison with local suppliers/services/partners/national authorities on routine subject matters, including the approvals of invoices for payments, management of office premises, grounds management, vehicle management, administrating Admin contracts and Administrative inventory. S/he will also contribute to the capacity building of other Admin Staff and schedule training sessions, including Code of Conduct Training sessions in all locations. At the Interagency level, S/he will participate and contribute to the OMT Admin and Logistics Working Groups. In addition, the incumbent will be supervising staff at the G level. Desirable skills: Ability to undertake multiple tasks within short notice. This function plays a vital role in maintaining harmonious and effective relationships amongst colleagues and with service providers. The incumbent should have good contacts with the Governmental authorities, a good understanding of the systems, good negotiation, and interpersonal skills to communicate effectively within the cultural context, work with teams, provide leadership and supervise teams. The incumbent will be supervising two staff members at the G level.
Living and Working Conditions:
Yaoundé is a family duty station with suitable infrastructures/facilities. Good quality accommodation. There are several supermarkets where local and foreign goods are available. A UN dispensary frequented by staff and other UN recommended medical facilities are also available/accessible by UNHCR staff and their family members. Several banks and ATMs are available in the capital accepting Visa and Master cards. Travels within the country are undertaken regularly through UNHAS and CAMAIRCO (national company) flights or by road. In addition, there is a variety of mobile phone operators providing equipment and internet services (Camtel, MTN, Orange, Nextel. Upon arrival, staff will be assisted with proper security briefing sessions conducted both by UNDSS/UNHCR and the heads of main units/sections.
Additional Qualifications
Skills
BU-PeopleSoft EPM/Budget, CO-Drafting and Documentation, IT-Computer Literacy, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
Certifications
Business Administration – Other, Finance – Other, Human Resources – Other, Office Management – Other
Work Experience
Competencies
Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing performance, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
https:/icsc.un.org/Home/SalaryScales
Compendium
Functional clearance
This position doesn’t require a functional clearance
click here to apply
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