Asst Representative (Admin)

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). Asst Representative (Admin) P5

ORGANIZATIONAL CONTEXT

The Assistant Representative (Administration) will function under direct supervision of the UNHCR Representative.  The incumbent will advise and assist the Representative in the overall management of UNHCR's administrative activities and issues of concern within the country operation in an effective and efficient manner which supports the Organization's mandate.  The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices within the country. He/she will also have a responsibility to monitor, coach, and guide and intervene with the staff in the country.

Accountability
- UNHCR premises for the country operation are managed in an efficient and cost effective manner.
- UNHCR has a workforce in the country that meets the current and future needs of the organization.
- UNHCR recruits, contracts and deploys staff and makes sufficient use of affiliate workforce in the country to meet its current and future operational needs and in a manner that promotes career development.
- UNHCR provides a healthy, safe and respectful working environment for its workforce in the country.
- UNHCR¿s system of financial management has integrity at the country-level.


Responsibility
- Assist the Representative in the overall management of UNHCR's activities and issues of concern within the country of assignment to ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
- Monitors the day-to-day operation of the office, identify problems, and take appropriate action to overcome these through constructive changes.
- Ensure that the administrative budget and post requirements are finalised accurately and incorporated into the Country Operations Plan.
- Liaise, where applicable, with staff in other offices in the country of responsibility to ascertain that the quality of administrative support being provided  is adequate.
- Maintain an up-to-date and detailed understanding of UNHCR administrative policies and procedures in order to provide accurate information.
- Manage personnel through regular performance appraisals, coaching, and assessments of staff training and development needs.
- Ensure that essential services for the general welfare of staff i.a. living and working conditions, health, education, recreation, etc. are in place.  This includes the establishment  of proper and efficient mechanisms to assist staff suffering from work-related pressure or post traumatic stress.
- Play an active role in the Security Management Team (SMT) in the relevant country and the inter-agency security and contingency planning process; ensure that appropriate security measures and evacuation plans are in place to protect UNHCR staff; and that security guidelines and procedures as outlined by the Designated Offcial and UNDSS are complied with.
- Act as Officer-in-Charge in the absence of the Representative.

Authority
- Enforce local compliance with UNHCR's workplace standards.
- In coordination with headquarters and the regional office enforce country-level compliance with UNHCR's financial rules.
- Enforce compliance with UNHCR's human resources policies (e.g. policies on gender, disabilities, diversity, ethics and HIV/AIDS).
- Allocate resources to meet minimum standards for staff working and living conditions
- Clear the submission of the country operations plan (admin budgets, staffing levels and structures).
- Represent UNHCR in UN and other operations management fora.
- Enforce compliance with UNHCR's global strategies, protocols and guidelines.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Advanced University degree in Business Administration, Economics, International Law, Political Science, International Relations or a related field.
- Job experience: at least 15 years of relevant work experience in progressively responsible functions; preferably within the UN.
- Excellent knowledge of English and working knowledge of another UN language.

(In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Solid UNHCR experience from both the Field and Headquarters.
- UNHCR specific learning/ training activities (i.e Management Learning Programme, Protection Learning Programme).
- Proficiency in local language(s) in the given region. C001L4 - Accountability Level 4
C002L4 - Teamwork & Collaboration Level 4
C003L4 - Communication Level 4
C004L4 - Commitment to Continuous Learning Level 4
C005L4 - Client & Result Orientation Level 4
C006L4 - Organizational Awareness Level 4
M001L4 - Empowering and Building Trust Level 4
M002L4 - Managing Performance Level 4
M006L4 - Managing Resources Level 4
M005L4 - Leadership Level 4
M003L4 - Judgement and Decision Making Level 4
M004L4 - Strategic Planning and Vision Level 4
X007L4 - Political Awareness Level 4
X001L4 - Analytical Thinking Level 4
X008L4 - Stakeholder Management Level 4 The incumbent must possess political astuteness, sound judgement, diplomacy and integrity in working with various actors. He/She should have a sound knowledge of admin, HR and financial rules and regulations, privileges and staff entitlements with an ability to communicate clearly to avoid creating expectations from staff and other actors. He/she will supervise the admin/Finance, HR and ICT functions in the operation and provide functional technical guidance on UN financial rules and regulations CO Kabul and 8 offices in the field. They will also coordinate responses to internal/external audit observations ensuring that any recommendations are implemented.  He/she will liaise closely with the Bureau and relevant HQ sections.  The incumbent will represent UNHCR in OMT meetings as well as other forums as requested by the Representative. Due to the large operation and changing circumstances, the incumbent must possess strong leadership and decision-making skills and act with authority.  Various leadership skills and styles are needed to guide very experienced senior staff on one hand, and the second layer of junior staff who are often carrying out daily work in extremely difficult conditions while cut off from normal social environment.  The position requires tact and diplomacy mixed with firmness when dealing with staff, government and UN and other partners¿ officials.   The person should possess a calm and mature personality with the judgement and equanimity to take a balanced approach to various administrative and related matters and be extremely organised to handle multiple competing demands under pressure. It requires cultural sensitivity, tolerance, patience, and resilience and a track record working in complex emergencies and conservative cultures.  Due to the handling of large amounts of cash for the refugee voluntary return programme, it is important that the candidate has experience in dealing with cash based interventions and putting in place sound financial control systems. The candidate must have training and skills in negotiation and conflict management as well as handling somewhat difficult staff demands in the operation and before arrival. The security situation counts for significant security related expenses in the ABOD and critical interactions with various actors to ensure the best services as well good working relationship are important. This includes improving living and working conditions for the staff. It should be noted that a new UNHCR guesthouse was established at the end of 2016 and its management including MORS compliance should be closely monitored for the coming years. Noting that the security situation is deteriorating and possible scenarios to reduce risks are expected to ensure staff safety and security. Due to the complexity of the operation, the applicant must have regional experience, particularly working with Afghan refugee operations. The applicant must have experience in emergencies including in Afghanistan and experience in audit, finance, peer support and staff accommodation and welfare matters; working closely with security, programme and supply functions. Despite a fragile security situation and significant socio-economic and political challenges, Afghanistan has seen the highest number of voluntary returns in UNHCR¿s 67-year history, with over six million Afghans recorded to have returned to the country since 2002. UNHCR has assisted over 5.2 million with cash and other assistance to meet immediate humanitarian needs.  In 2016, more than 600,000 refugees and undocumented Afghans returned from Pakistan and Iran marking a renewed surge despite adverse conditions for return in Afghanistan. 372,577 were registered refugees assisted by UNHCR with USD150m in cash assistance to cover transport costs and meet immediate humanitarian needs including shelter, food and medical care.  As at June 2017, over 2 million registered Afghans hosted in Pakistan and Iran are potential beneficiaries of the voluntary repatriation programme in the coming years. In the past decade, Afghanistan has seen increased internal displacement due to conflict. In 2016 OCHA reported over 660,672 new conflict-induced IDPs. This remains the highest on record, and a 40% increase on the 470,000 displaced in 2015. While it is projected that displacement figures for 2017 may also exceed 600,000 individuals, the trends in 2018 and beyond will depend on the evolving security situation. Meanwhile, a significant number of IDPs remain in a protracted situation, in need of humanitarian assistance and durable solutions. Afghanistan continues to host a large population of Pakistani refugees, estimated at 125,000 individuals, who fled North Waziristan Agency in 2014. UNHCR also leads coordination with humanitarian partners to provide essential services in one refugee camp established in Khost Province, accommodating some 16,000 individuals. The prospects of return for the majority of refugees has not materialised.  Although a small number of refugee families have returned spontaneously, there have been few positive signs of successful reintegration.  In addition, Afghanistan currently hosts 350 asylum-seekers and refugees of various nationalities, registered under the UNHCR mandate, in Kabul and other urban centres. Despite continued advocacy by UNHCR with the Government to pass a Refugee Law, this is yet to be finalised. In 2017, UNHCR Afghanistan has been revising its operational strategy in consultation with its partners at HQ and Field level. In the worsening security situation, the new strategy requires agile human resource management, staff welfare and security measures. The existing tools such as Security Risk Assessments and Programme Criticality are being utilized.  The Afghanistan operation is challenged to attract suitable candidates for advertised positions, even when positions are advertised externally. The implementation of the strategy, coupled with political importance of the operation, requires new skill sets (e.g. partnership/networking building) as well as staff with track records of performance and creative thinking in key areas such as protection and information management. In order to attract and retain staff with appropriate profile, the operation is working to implement a range of measures to support the strategy going forward. The re-aligned strategy focuses on key areas of engagement including: (a) emphasise the centrality of protection (b) protection monitoring and analysis with reinforced information management (b) addressing protection risks through humanitarian programming for protection (c) strategic support and advocacy with Government and development stakeholders to strengthen the humanitarian-development nexus in order to realise durable solutions for returning refugees and IDPs. A key element of this is to expand partnerships and networks. The operation¿s strategic protection goals are closely aligned with the UNHCR Global Strategic Directions for 2017-2021 http://www.unhcr.org/5894558d4.pdf and are designed to achieve four concrete protection outcomes through effective coordination with both humanitarian and development partners:

- Protection of civilians in high intensity conflict areas is promoted and protection risks mitigated.
- Protection risks among newly displaced IDPs and returnees are mitigated through reduction of vulnerability and enhanced community capacity.
- Access to basic services in areas of high displacement and return is promoted.
- The rights of asylum-seekers and refugees are protected. Afghanistan is a high risk country with strong culture and a very complex operational environment, characterized by uncertainty and frequent security incidents including major explosions and kidnapping of foreign nationals humanitarian aid workers.  Movement of all personnel is restricted and closely coordinated and monitored by the security officers and management.  All international staff are accommodated in MORSS compliant shared compounds and/or UNHCR rented guest houses.  Visits to restaurants, other social venues or in friend¿s houses are prohibited except in UN compounds and Embassies when security allows staff movement. The situation is stressful due to security action at a very short notice including spending extended hours in office or guest house bunkers. As such, staff welfare support is key.  Considering the serious restrictions on staff movement, it is crucial that the incumbent demonstrates a record of maintaining a positive attitude whenever confronted with adversity and restraints in his/her social life. Staff interested in the position should be mentally, psychologically and physically fit and ready to face situations when required to be locked down in the compounds and the bunkers for the extended period of time due to incidents. All international staff benefit from R & R (Rest and Recuperation) that is currently on a 6-week cycle for the entire country. Apart from the UNAMA clinic which does not have proper medical facilities, there is very little medical back up, therefore staff assigned must be in good health. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. Banking facilities and ATM machines are available in the banks and in some locations; they have been installed in UN Compounds.  International debit/credit cards can be used. There is generally limited access to shops and amenities. While security began to decline in 2015, in 2016 Afghanistan recorded the highest levels of security incidents since 2002, with over 23,000 incidents (the first quarter of the year indicates that 2017 will surpass 2016). In the remainder of 2017 it is anticipated that the insurgency will continue to conduct operations country wide at a pace at least similar to or higher than 2016. Spectacular attacks are an efficient means to attract media attention. Therefore they are anticipated to continue in major city centres (especially in Kabul).  The security situation continues to be unstable, volatile and indeed unpredictable in the entire Afghanistan. The overall operational context for 2017 will remain heavily dependent on a series of uncertain developments in the current year, including outcome of planned parliamentary elections in 2016, the ongoing consolidation (or fragmentation) of political authority within the Taliban, uncertain regional interests/developments in fostering peace among increasingly fragmented armed elements within Afghanistan and in the border region of Pakistan, and the continued interest among key international stakeholders in promoting a negotiated peace settlement.   Formal peace talks, assuming they formally commence in 2016, may take years to reach a political settlement among disparate groups.  Any progress in peace negotiations will be accompanied by continued displays of force, terrorist-type incidents, increasing spread-out of confrontation between the Security Forces and Anti-Government elements, with a renewed involvement of international military forces. As evident in the first part of the year, the daily situation in Afghanistan continues to witness a considerable number of security incidents including armed clashes, IED and suicide attacks. Recently reported security incidents highlighted that International Community has been among the targets of the AGE.  AGE groups including Taliban and Haqqani Network continue to display increased intent and capability to plan and conduct attacks across the country, increasing pressure on urban centres including Kabul Capital City.

Although UN is not the prime target, individuals can be affected as part of the international community. For this reason, UNDSS continue to impose movement restrictions resulting in further shrinking of areas of our operation.  Although mitigation measures are in place to ensure staff safety and security the humanitarian space can be expected to further shrink and limit access to beneficiaries and the implementation of programmatic activities. The Assistant Rep (Admin) is part of the Senior Management team in Kabul and represents UNHCR at the OMT meetings that are held on a weekly basis.

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).