Admin Associate - Replacement Capacity

This Job Opening is available to eligible UNHCR staff members and external applicants. Administrative Associate

Organizational Setting and Work Relationships

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.

The Administrative Associate in Beirut is normally supervised by a Senior Administrative/Finance Officer who defines general work objectives and provides necessary advice and guidance. S/he closely works with Assistant Representative on daily basis on all Protocol matters. The incumbent of this position will frequently contact with local Authorities in Lebanon for various protocol related activities. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters;


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
- Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
- Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.
- Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
- Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
- Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
- Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
- Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
- Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
- Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
- In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
- Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 - 6 years relevant experience with High school diploma plus Advanced Training/Certificate

Field(s) of Education
n/a

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources or other related fields.;

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
-

Desirable:
Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills
*IT-Computer Literacy;
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
UN-UN/UNHCR Financial Rules and Regulations and Procedures
SC-UNHCR Procurement Rules and Procedures
IT-PeopleSoft EPM/Budget;

(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.


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. Please also note that Arabic & English are essential for this Job Opening. Only short-listed candidates will be contacted.  Shortlisted candidates may be required to sit for written test and/or oral interview.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. UNHCR has a ZERO TOLERANCE policy on sexual exploitation and abuse, and sexual harassment. Successful candidates will be subject to mandatory UN Sexual Exploitation and Abuse and Sexual Harassment clearance check prior to receiving an offer. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). All applications will be treated with the strictest confidentiality. Interested qualified internal and external candidates meeting the requirements of the Job Descriptions posted online can apply as follows no later than 27 February 2020 Midnight Geneva Time.