Assc Resource Mgmt Off (EO)

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the IOM-FOM issued for this Compendium / Fast Track exercise, as well as the  Revised Policy and Procedures on Assignments (UNHCR/HCP/2015/2 refers). Associate Resource Management Officer (Executive Office)

ORGANIZATIONAL CONTEXT

The Associate Resource Management Officer (EO) will work in the Executive Office (EO) under the supervision of the Chef de Cabinet:

- Providing advice and support at the level of the EO on substantive resource management related matters, and, when required, representing the EO in all resource management discussions.
- Support and assist the EO, including the offices of the DHC, AHC-O and AHC-P, to plan for, prepare, implement, monitor, control and report on their respective staffing and administrative budgets in full compliance with established UN/UNHCR rules and procedures.
- Administrative and organizational support to the EO.
- Guidance and support on all HR related activities, including the process of recruitment and appointment of staff, within the EO. 

The assigned responsibilities of this post include regular liaison with the offices of the DHC, AHC-O and AHC-P to ensure timely submission of required documentation. He/she should possess excellent organizational, planning and coordination skills, and be able to work under pressure with senior colleagues in a professional manner to meet specific deadlines. The incumbent may have direct working relationship with the staff-related services in UNHCR, such as the Personnel Administration & Payroll Section, Recruitment & Postings Section, Performance Management, and Global Learning Centre.

The position will also have an essential role in coordinating adequate back-up for the functions of the Principle Secretary and Senior Secretary in the Executive Office. The incumbent of this post must have discreteness and the ability to keep confidentiality as often sensitive issues are discussed.

FUNCTIONAL STATEMENT
Accountability

- General administrative and resource (HR, budget) management support is provided to the Chef de Cabinet in an efficient and timely manner; following-up as required; ensuring that best practices are observed, resources are used cost effectively, and adequate control is present.
- The incumbent will advise on measures to prevent and/or address any problems encountered in the management of resources of the Executive Office.
- Administrative and organizational support is provided to the Executive Office.

Responsibility
- Serve as the focal point for all travel related matters for the High Commissioner, the Chef de Cabinet and other members of the EO.
- Provide administrative support to the Chef de Cabinet with regard to the SMC, including the meeting schedule, issuance of agenda, contact lists, note takers and record keeping of relevant documentations.
- Implement general administrative and resource management support functions.
- Coordinate the planning and analysis of financial, human and material resources needs within the EO in order to ensure that the necessary resources are made available and optimally utilized.
- Provide advice and recommendations on the application of UN and UNHCR policies and procedures related to all resources management (budget) aspects in order to ensure coherence, consistency and compliance with established rules and regulations.
- Advise and provide support to the Chef de Cabinet on all human resources management related issues, including leave/absence and performance management, and maintain liaison with the relevant support/functional sections on planning, management and administration of staff, including temporary staff and additional workforce. Comply with UNHCR¿s rules and procedures and initiate appropriate follow-up actions pertinent to these matters.
- Coordinate the timely submission of reports, including the Annual Programme and Mid-Year Reviews and its revisions, as well as materials needed for reporting purposes, such as the Global Report, etc. by ensuring internal coordination and technical supervision on all administrative, programme and staffing requirements.
- Perform tasks related to records keeping, data management, file management and produce statistics on covered subjects.
- Support the provision of resources necessary to support the day-to-day activities of the EO; Implement directly and/or coordinate the implementation of other administrative related tasks, such as creation of commitments, requisitions, purchase orders, monitoring payment of invoices, maintenance of asset records, making arrangements for meetings and workshops etc.
- Evaluate and respond to staff training needs where applicable in areas of programme, budget, finance, administration, IT and human resources management.
- Assist in IT and knowledge management related matters within the EO, including by keeping up-to-date the EO¿s intranet pages.
- Perform other duties as required.

Authority
- Enforce compliance with UNHCR¿s human resources policies and the UN/UNHCR staff rules and regulations for the recruitment of staff, submission of post requirements as well as staff entitlements.
- Prepare and update consolidated budgetary documentation for the EO.
- Bring to the attention of the Chef de Cabinet, if necessary, any information, communications or reports, relevant to the responsibilities of resource management (budget, HR, administrative).
- Request required documentation from relevant entities within the EO and distribute results regarding resource management.
- Act as the EO focal point on issues relating to resource management.
- Coordinate adequate backup for the Principle Secretary to the High Commissioner, and, as a last resort, perform relevant administrative and organizational matters directly if required.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Advanced university degree  in Business Administration, Public Administration, Finance, or closely related fields;
- Minimum 2 years of experience (4 years with university degree) in relevant functional areas such as administration, finance or human resources.
- Thorough and in-depth knowledge of UN/UNHCR rules, regulations, procedures and processes including knowledge of UNHCR¿s organizational structure, governance reporting and requirements, and compliance issues.
- Excellent oral and written drafting skills in English.

DESIRABLE QUALIFICATIONS & COMPETENCIES
- Working knowledge of French. C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M003L2 - Judgement and Decision Making Level 2
M004L2 - Strategic Planning and Vision Level 2
M006L2 - Managing Resources Level 2
X001L2 - Analytical Thinking Level 2
X003L2 - Technological Awareness Level 2
X005L2 - Planning and Organizing Level 2

Please note that the closing date for all vacancies in the Add. 3 to March 2017 Compendium is Thursday, 3 August 2017 (midnight Geneva time).