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Assistant Administrative Officer

Kinshasa (Congo Democratic)

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Kinshasa (Congo Democratic)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2020-11-30

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Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

Applicants must be nationals of, and be locally recruited within the country of their employment.

Assistant Administrative Officer

Organizational Setting and Work Relationships

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities.
S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes.

Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.

The incumbent may directly supervise general service staff.

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.

- Monitor the day-to-day personnel and administrative operations of the office.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
- Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
- Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
- Contributes to the preparation of submissions of new or revised procedures and practices.
- Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
- Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
- Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience
Years of Experience / Degree Level
For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education
Public or Business Administration; Economics; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Not specified.

Relevant Job Experience
Not specified.
Good knowledge of UNHCR¿s administrative rules and procedures. 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;
CM-Strategic Communication;
MS-Drafting, Documentation, Data Presentation;
SC-UNHCR Procurement Rules and Procedures;
UN-UN/UNHCR Financial Rules and Regulations and Procedures;
IT-PeopleSoft EPM/Budget;
IT-MS Office Applications;
RM-Resource Management;
FI-Funds Monitoring/Identifying cash flow problems;
(Functional Skills marked with an asterisk* are essential) Competencies as defined in Job Profile Fluent French and Knowledge of English and local language. Under the direct supervision of the Assistant Administrative Representative. Interested internal candidates should apply through MSRP ¿ Self-Service ¿ Recruiting Activities ¿ Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.

Interested external applicants are also invited to apply online and complete the mandatory motivation letter.  For help with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. ¿ Careers ¿ Career opportunities ¿ Other Opportunities ¿ Vacancies ¿ sort by Location or search by Job Opening number. 

Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General¿s Office (IGO) at or through the online complain form at or by confidential fax: +41 22 739 73 80.

For any technical problems encountered during the online application, please send an email to the below email address titled ¿Online VA Query-your name and surname¿. Human Resources Kinshasa
See below for this postion's Operational Context
======================================================================================================== As of 30 April 2020, the Democratic Republic of Congo (DRC) hosts 522,924 refugees in the country, including 214,466 Rwandan, 171,373 CAR, 47,171 Burundian and 88,612 South Sudanese refugees. DRC also hosts more than 5 million IDPs located mainly in the provinces of Ituri, Kasai, North Kivu, South Kivu and Tanganyika. As Protection Cluster lead, UNHCR continues to play a key role supporting the DRC Government in implementing a durable solutions strategy in order to help end the cycles of protracted displacement in the country.   As a result of intense fighting, which led to significant internal displacement in eastern DRC, with more than 2 million newly displaced in North Kivu, South Kivu and Ituri provinces in the last 18 months, a new internal L3 emergency was declared on 27 November 2019 in the provinces of North Kivu, South Kivu and Ituri of DRC to activate emergency procedures and access to additional human, material and financial resources for the UNHCR country operation to address the large-scale internal displacement and acute humanitarian needs, for a six month period until 26 May 2020
At the same time, while addressing the dictates of responding to the IDP caseload, UNHCR is called to be present to deliver multi-purpose assistance under its mandate to refugee caseloads scattered in various locations across the vast DRC territory.

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities. Acknowledgements will only be sent to short-listed applicants under serious consideration. December 1st, 2020 (midnight Geneva time)
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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