Snr Admin Officer
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.Senior Administrative Officer
The Senior Administrative Officer is part of the Senior Management of an office. He/she will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures.
Administrative posts in the Field perform as head of admin units which cover finance, human resources and general administrative services. Administrative posts are not subject to functional endorsement by the Financial Control Section, as the expectation would be that such an office would have competent finance staff at the P, NO or GL level with direct reporting to the administrative officer.
Frequent external contacts with counterparts in other organizations or at working level in national Governments on administrative issues of importance to the Organization. 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 directly supervises professional and general service staff.
- Administrative staff understands UNHCR's human resources policies and practices, is aware of the Code of Conduct, and acts with integrity.
- UNHCR premises for the country operation are managed in an efficient and cost-effective manner, and provide a healthy, safe and respectful working environment.
- The country operation has a budget that provides a comprehensive and consolidated picture of its staffing and administrative requirements.
- The country operation complies with UN security standards.
- 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.
- Serve as a member of the Local Contracts Committee (LCC).
- Participate in the physical verification of UNHCR property plant and equipment.
- Undertake missions to field locations within the assigned region to review administrative arrangements and make appropriate recommendations as required.
- 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).
- Handle recruitment, appointments and administrative formalities concerning local General Service staff.
- Serve in an advisory capacity in counseling staff members.
- 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.
- 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.
- Ensuring that appropriate internal controls are in place.
- Prepare a procurement plan, and initiate and coordinate local procurement for the smooth running of the office.
- Establish and manage mechanisms to control the quality and timeliness of goods and services delivered to the country operation; to coordinate Global Stock Management (GSM) and sourcing of goods and services with Headquarters.
- Ensure that a competitive process for selecting, awarding and issuing local contracts is implemented, in line with UNHCR regulations, rules and procedures.
- Manage contracts and relations with suppliers.
- Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Safety Advisers (FSAs).
- Ensure MOSS/MORSS compliance in consultation with FSAs.
- Endorse staffing management strategies, and ensure local compliance with UNHCR's workplace standards.
- Allocate office space.
- 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.
- Issue and extend contracts for locally recruited staff.
- 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.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of Master's) in Accounting, Finance, Public or Business Administration, Economics or related field plus minimum 8 years of previous work experience relevant to the function of which at least five years in an intergovernmental organization (United Nations or similar). Undergraduate degree (equivalent of a BA/BS) plus 9 years or Doctorate degree (equivalent of a PhD) plus 7 years of previous relevant work experience may also be accepted.
- Good understanding of the workflows of PeopleSoft/Oracle.
- Excellent computer skills, in particular in MS Office applications.
- Excellent communication skills.
- Knowledge of English and UN working language of the duty station if not English.
DESIRABLE QUALIFICATIONS & COMPETENCIES
- Excellent knowledge of United Nations administrative, financial and human resources rules and procedures.
- UNHCR Management Learning Programme.
- UNHCR Operations Management Learning Programme.
- Knowledge of additional UN languages.
This is a Standard Job Description for all UNHCR Senior Administrative Officer positions. 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. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M002L3 - Managing Performance Level 3
M003L3 - Judgement and Decision Making Level 3
M005L3 - Leadership Level 3
M006L3 - Managing Resources Level 3
X004L3 - Negotiation and Conflict Resolution Level 3
X007L3 - Political Awareness Level 3
The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
For those people applying for High Risk Duty Stations, we strongly encourage them – before deciding to apply- to read the country specific security and welfare country profiles which can be found on the Intranet under Support Services - Duty of Care (https://intranet.unhcr.org/en/support-services/duty-of-care.html). Ensuring staff are better informed is part of the increased attention UNHCR is paying to Duty of Care.
Staff after having applied to High Risk Duty Stations will have access to country specific information webinars with Field Safety Section (FSS) and Staff Welfare Section (SWS) colleagues and provided with a tool to test their psychological preparedness for serving in High Risk Duty Stations. Applicants who applied for a position in a High Risk country will receive, after the deadline for applications has expired, a joint invitation from the Staff Welfare Section (SWS) and the Field Safety Section (FSS) to participate in these webinars. During the Webinars, latest updates on security and well-being will be provided, and FSS and SWS will address questions raised by participants. Applicants are highly encouraged to benefit, when applicable, from all measures as they provide most up-to-date security and well-being information helpful to assess staff’s readiness to serve in a High Risk Duty Station. A Staff Welfare Officer will also be available, if and when required, to discuss with interested applicants the results of the psychological preparedness tool as well as readiness for assignment in High Risk Duty Stations.
Please note that the closing date for vacancies in the Addendum 4 is Thursday 28 February 2019 (midnight Geneva time)