Administrative Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

E (most hardship)FamilyPR3Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular AssignmentNo2023-10-13November 9, 2023

Administrative Officer

Organizational Setting and Work Relationships
The Administrative Officer is responsible for the implementation of general administrative and resource management tasks as delegated by the supervisor. S/he will work 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.
S/he will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems.
The incumbent will maintain frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization's programmes. He/she acts as adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.
The incumbent may directly supervise local staff.

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
- Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Monitor the day-to-day personnel and administrative operations of the office.
- Provide advice on personnel and administrative policies and procedures.
- Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.).
- Attend inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested.
- Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
- Coordinate the preparation of staffing and administrative budget requirements for the office.
- Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.
- Manage contracts for the premises, cleaning and security services, and other services as and when required.
- Serve as a member of the Local Contracts Committee (LCC).
- Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
- Provide guidance and oversight on processes related to the mission travel of staff.
- In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff.
- Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
- Coordinate training and capacity-building activities to staff in administrative related areas.
- 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.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications
Years of Experience / Degree Level
For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

Field(s) of Education
Accounting, Public Administration, Business Administration, Economics
or other relevant field.

Certificates and/or Licenses
Not specified

Relevant Job Experience
Essential
At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications.

Desirable
Completion of relevant UNHCR learning programme.

Functional Skills
MG-Resource Management
GB-Building Maintenance
SC-Contract management
SC-Inventory / Stock management
MG-Office 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.

The successful incumbent might need to have the below qualities to enable him perform well :


1. Behaviours
Throughout past experiences able to :
(i) demonstrate leadership and qualities traits that would make her/him successful in this function and/or as part of a team,
(ii) Comes across as someone that the colleagues want to work with and trusts.
2. Problem Solving
(iii) Able to plan ahead admin support activities in a clear workplan with a clear Key Performance Indicators (KPI).
(iv) Team Manager able to promptly identify colleagues needs/issues and display creativity in offering solutions within the framework of existing policies.
3. Time Management
(v) Exercise’s conscious control over time spent on activities to increase effectiveness, efficiency and productivity of his team.
She/He requires strong financial management and internal control skills and demonstrated competencies in the effective management of resources.

Excellent knowledge of Cloud ERP and Excel applications is required, good experience in UNHCR Guest House management will be an asset, as well as a deep knowledge in the Human Resources management process.

The incumbent must exercise great diplomacy and flexibility in discharging his/her functions, as well as enabling harmonization in admin support across the operational area. The incumbent should have strong inter-personal skills to ensure a pleasant team spirit.

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Operational context

Occupational Safety and Health Considerations

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position

The Uganda Country Refugee Response Plan (UCRRP) provides a framework covering the period 2022-2025 and detailed planning for 2023-2024. It is a joint plan between the Office of the Prime Minister, UNHCR and UN Agencies, international and national partners. The UCRRP aims to respond to challenges in a holistic, comprehensive, and integrated manner to achieve its strategic objectives: maintain asylum space, provide life-saving assistance, improve access to public services, strengthen co-existence and self-reliance, and pursue durable solutions.

The priorities of the UCRRP are to maintain the current asylum policy; increase access to livelihood activities, in particular in sustainable agriculture and whenever possible through joint ventures of host and refugee communities; increase the focus on environment-related initiatives, notably tree planting and reforestation; ensure quality education despite the pandemic by putting sufficient infrastructure in place, including temporary structures, and a double-shift system in a timely manner wherever required; continue to integrate basic services to refugees into government systems and enhance the capacity of the Government to ensure successful integration, including through development actors; enhance preparedness in case of a large influx from neighboring countries, ensure refugee-hosting and refugee-impacted districts benefit from investments by development actors; continue to support strong coordination with/between OPM and line ministries, notably Local Government; and ensure all activities benefit primarily to most vulnerable, through targeted assistance, including cash-based and improved outreach activities including the education and health sectors.

The Adjumani Sub Office plays a key role in the implementation of the UCRRP for which it is responsible for the operationalization in its area of activity (Adjumani, Kiryandongo, Lamwo and Moyo) by monitoring and supporting a population of 487,555 as of 30 September 2023 refugees and asylum seekers, located in 22 settlements in 5 different districts (Lamwo, Adjumani, Kiryandongo, Obongi and Moyo), representing approximately 32% of the population of the operation. The majority of refugees are coming from South Sudan.

The incumbent is a member of the Senior Management Team at the Sub Office Adjumani level and will lead, coordinate and supervise all activities pertaining to the Admin Unit covering all the offices in the area of responsibility (Adjumani, Kiryandongo, Lamwo and Moyo).

She/He will maintain contact with Admin Section of the Country Office and will technically report to the Assistant Representative (Admin) which as the Head of the Admin Section in the UNHCR Country Office Kampala will be his technical referral at national level, local commercial contractors, in the area to facilitate the operations.

The Sub Office is comprised of:

- UNHCR main premise in Pakelle 8 km from the town of Adjumani.

- Lamwo Field unit located at around 140km from Adjumani/Pakelle office and led by a team Leader. - The Moyo Field Office which is at one hour drive from the main premise (Pakelle) on partially tarmac road and located on the other side of the Albert Nile and requires ferry crossing, which delays the travel.

-The Field Office Kiryandongo located at 3 hours’ drive on tarmac road from Adjumani Office and passed when traveling from Adjumani to Kampala. 

He/she will collaborate with all the Units (Programme, Supply, Protection, Field) to provide a timely support to staff for the implementation of the activity.

Living and Working Conditions

Adjumani has limited basic amenities notably accommodation, hospital, schools, and road network. There are no international schools or shopping malls, and the nearest major town (Gulu) is 108 km (1,5 hours’ drive) away from the duty station. Adjumani is generally hot and the temperatures range between 29-45 degrees centigrade. The host communities are hospitable and supportive of refugees, Partners, and UN Agencies.

Road transport is the main mode used to reach the capital Kampala which is almost 500 km (9 hours’ drive) away by a fully paved road from Adjumani.

Additional Qualifications

Skills

FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc)Bachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Public Administration

Certifications

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Refugees

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2023 Part B - October 2023

Additional Information

This position requires Functional Clearance

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