Admin/Prog Officer

Jakarta

Administrative/Programme Officer

ORGANIZATIONAL CONTEXT:

Direct supervision is normally received from Senior Admin/Programme Officer or Head of Office who defines the objectives and assignments to be performed and the incumbent carries out the functions independently.  He/She also refers to UNHCR Manuals and relevant policy papers. The incumbent normally supervises some support staff.
The incumbent maintains close working relationships with the UNHCR staff in duty station and other offices/HQ. External contacts predominantly with counterparts in other organizations or at working level in national Government on matters of non-routine significance.

FUNCTIONAL STATEMENT:

1. Responsible for administering, co-ordinating, supervising, as well as preparing and revising all programme-related activities in the country.
2. Administer the Office, advice the Representative/Head of Office on management of resources and provide guidance to staff on personnel, financial and administrative policies, practices, and rules and regulations in order to ensure compliance with UN financial and staff rules/procedures.
3. Liaise with authorities, implementing partners, and other UN agencies as appropriate to assess beneficiary needs to allow proper design and setting of programme objectives within the framework of UNHCR policies, procedures, and stated country objectives, and to obtain maximum benefit and efficient use of resources in the implementation of programmes.
4. Ensure that assistance programmes meet the common standard agreed upon and that sub-project agreements are established in conformity with UNHCR¿s financial rules and Headquarters¿ instructions, seeking expert advice, as appropriate.
5. Monitor and report on programme related activities, in accordance with UNHCR financial and narrative reporting procedures and making recommendations, as appropriate.
6. Co-ordinate the preparation of Administrative Budget proposals incorporating all needs of the Office, monitor and certify all administrative and budget expenditures on a regular basis to ensure adherence to budgetary limits.
7. Provide advice on the creation/discontinuation of posts and staff redeployment, and handle recruitment, appointment and all the administrative formalities concerning local staff.
8. Co-ordinate all local procurement and supervise and control the procurement of supplies and equipment for the Office ensuring the inventory of NEP maintained up-to-date.
9. Provide training to UNHCR staff as well as to implementing partners on UNHCR programme procedures.
10. Act as Organisation¿s focal point on security, co-ordinate all aspect of security with other UN agencies, design and adopt measures to ensure security of premises and staff according to Field Staff Safety Guidelines.
11. Co-ordinate and direct the preparation of all reports on personnel, financial and administrative matters.
12. Perform any other duty, as required

MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCES:

University degree in Economics, Business Administration, Finance or other related fields.
Minimum 8 years of relevant professional job experience;
Proficiency in English and another relevant UN language.

**For National Officer position, excellent knowledge of the local language(s) and local institutions are essential.

DESIRABLE QUALIFICATIONS AND COMPETENCIES:

Knowledge and working experience of MSRP HR, Finance and EPM Budget applications.
Familiarity with FOCUS.
Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Knowledge of UN/UNHCR administrative and financial rules and procedures.
Knowledge of the local language. C004L3 - Commitment to Continuous Learning Level 3
C003L3 - Communication Level 3
C002L3 - Teamwork & Collaboration Level 3
C001L3 - Accountability Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M004L3 - Strategic Planning and Vision Level 3
M003L3 - Judgement and Decision Making Level 3
M002L3 - Managing Performance Level 3
M001L3 - Empowering and Building Trust Level 3
M005L3 - Leadership Level 3
M006L3 - Managing Resources Level 3
X001L3 - Analytical Thinking Level 3
X002L3 - Innovation and Creativity Level 3
X003L3 - Technological Awareness Level 3
X004L3 - Negotiation and Conflict Resolution Level 3
X009L3 - Change Capability and Adaptability Level 3
X006L3 - Policy Development & Research Level 3
X007L3 - Political Awareness Level 3
X008L3 - Stakeholder Management Level 3
X005L3 - Planning and Organizing Level 3 This position has responsibility for coordination and implementation of the administration of the office management of resources¿ ABOD, OPS and HR, and supervision of all programme- and administration-related activities in the country operation.  This includes to ensure staff members are correctly advised on personnel, financial and administrative policies, practices, and rules and regulations in compliance with UN financial and staff rules and procedures.
The post is located in Admin and Programme Unit and the incumbent is the Head of this unit, supervising 12 national staff. The total number of staff in Representation is 66 composed of 40 staff members and 26 affiliate workforce who are located in Jakarta and in 6 out-posted locations. The incumbent is tasked to monitor and certify the ABOD and Operational budgets to ensure adherence to budgetary limits. The incumbent needs to be able to provide recommendations on the creation or discontinuation of posts and staff redeployment, and to handle recruitment, appointment and all other associated administrative formalities. The incumbent will act as organization¿s focal point on security, and co-ordinate all aspects of security with other UN agencies, and design and adopt measures to ensure security of premises and staff according to Field Staff Safety Guidelines, with the assistance of the Associate Field Safety Officer. UNHCR Indonesia is in a transitionary period of expansion in which we are identifying new partners, and is also rigorously evaluating its current partner¿s performance.  It has put in place a monitoring and reporting system in line with the formats required by the Regional Office and Headquarters.  The incumbent will oversee this and guide the local programme staff and partners, and will also take the lead in reviewing current partnerships and overseeing agreed expansion strategy for the Office¿s engagement with operational partners; and lead partnership coordination. The operational environment in Indonesia is unstable given the rescue at sea emergencies and boat arrivals, thus the incumbent will be advising and outlining response from programme perspective when such emergencies occur. The sensitive relationship with government counterparts would require the incumbent to have experience in engaging with the Government in relation to programme management. In this context, the incumbent will need to coordinate, supervise, prepare and revise all programme related activities.
In addition, the office is looking to restructure staffing to fit the evolving operation, which could involve relocating posts within the operation and other activities related to Human Resources.  With a mixture of staff and affiliate workforce and frequent turnover of staff, the HR issues are varied and need strong oversight.  This will call for the incumbent to be creative in HR and be able to sufficiently coach and guide relatively new HR staff.  The office set-up is also varied, with six strategic locations outside Jakarta where UNHCR staff and personnel are based within IOM offices. The incumbent will support, assist and monitor the administrative and finance activities at these locations. Jakarta is an A duty station and has a high standard of living. International schools are available. Jakarta is under Security System Level 2 but East Aceh, Poso and Papua are under Security System level 3. This is a key position in the Country Office and requires strong supervisory and interpersonal skills, and the ability to manage both administration and programme functions is essential. This position requires significant administrative and operational experience, the ability to work in multifunctional teams that account for the protection aspects of assisting persons of concern, and a sensitivity to working in the Asian cultural context. The incumbent should be able to go on mission to out-posted locations as necessary.

Please note that the closing date for all vacancies in the March 2017 Compendium is Tuesday, 11 April 2017 (midnight Geneva time).

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Jakarta
  • Grade: P-3, International Professional
  • Occupational Groups:
    • Management, Administration and Finance
  • Closing Date: 2017-04-11

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