The UN Refugee Agency (UNHCR) is looking for Snr Admin Officer
Duties
- Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Manage the day-to-day personnel and administrative operations of the Office.
- Ensure that the working environment is healthy and respectful, and free from hazard or security risks.
- In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR.
- Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
- Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs).Ensure MOSS/MORSS compliance in consultation with FSOs.
- Bring issues to the attention of senior management relating to compliance with UNHCR standards of work-life balance, security (including MOSS/MORSS), health, well-being and living conditions of staff, and resource allocation.
- Allocate office space.
- Liaise with Government and other external actors in providing vital supportive services (i.e. processing of visas; tax exemptions, etc.).
- Attend inter-agency meetings with other UN agencies with specific focus on general administration, staff safety and human resources issues (i.e. common services).
- In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff
- Serve in an advisory capacity in counselling staff members.
- Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
- Advise on matters pertaining to administrative and staffing requirements in the Division/Bureau/Office.
- In cooperation with HR, endorse staffing management strategies, and ensure local compliance with UNHCR¿s workplace standards.
- Issue and extend contracts for locally recruited staff.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Provide guidance and support on UNHCR¿s internal control framework, financial rules, policies and procedures.
- Prepare the ABOD for the Office, and monitor the budgetary execution of it.
- Control and check the monthly accounts and various administrative activities.
- Ensure that appropriate internal controls are in place.
- In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office.
- Manage contracts and relations with suppliers.
- Recommend local service providers (e.g. building security guards and cleaning companies).
- Award, issue and terminate (local) contracts and frame agreements in accordance with delegated authorities and UNHCR regulations, rules and procedures.
- Serve as a member of the Local Contracts Committee (LCC) in accordance with delegated authorities.
- Participate in the physical verification of UNHCR property plant and equipment.
- Enforce compliance with UNHCR¿s financial and administrative rules, policies and instructions.
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
- For P4/NOD – 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree
Field(s) of Education
- Accounting; Public or Business Administration; Economics; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
- Certificates and/or Licenses
- UNHCR Management Learning Programme
- (Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential:
- Minimum 5 years of relevant work experience in an International Organization (United Nations or similar).
- Good understanding and/or experience of financial and HR modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle).
- Excellent communication and negotiation skills. Experience of managing people in a multinational/multicultural environments.
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Desirable:
- Completion of relevant UNHCR Management learning programme.
- Experience in procurement in an International Organization.
- Accounting qualification from an internationally recognized Institute of Accounting.
Functional Skills
- IT-Computer Literacy
- UN-UN/UNHCR Administrative Rules, Regulations and Procedures
- CO-Drafting and Documentation
- MG-Resource Management
- GB-Building Maintenance
- SC-Inventory / Stock management
- DV-Vehicle Management
- (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.
Desired Candidate Profile
Required languages (expected Overall ability is at least B2 level):
- English,
- French
Additional Qualifications
Skills
Education
- BA : Accounting (obligatoire), BA : Business Administration (obligatoire), BA : Economics (obligatoire), BA : Finance (obligatoire), BA : Public Professions (obligatoire)
Certifications
- HCR Management Learning Program – UNHCR
Work Experience
Number of Persons of Concern Served, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: Stateless
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
HOW TO APPLY?
Click here to apply online
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