Administrative Officer, P3

Location: Various location

Why should you join us?

UNHCR, the UN Refugee Agency, takes the lead in protecting people forced to flee wars and persecution around the world, providing life-saving aid including shelter, food and water to ensure their basic safety, rights and dignity. With 18,879 women and men working in 137 countries, we work tirelessly to make a difference in the lives of 89.3 million forcibly displaced people worldwide.

Our dedicated and professional staff work around the clock in roles including legal protection, community services, public affairs, health and more. Despite the challenges they can face, our staff are proud to work for UNHCR and determined to make a positive impact.

How can you make a difference?

The Administrative Officer is responsible for the implementation of general administrative and resource management tasks as delegated by the supervisor. S/he will work with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results.

S/he will 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.

Key responsibilities and duties:

• Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
• Monitor the day-to-day personnel and administrative operations of the office.
• Provide advice on personnel and administrative policies and procedures.
• Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.).
• Attend inter-agency and other meetings, with specific focus on general administration, staff safety and  human resources issues (i.e. common  services), when requested.
• Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
• Coordinate the preparation of staffing and administrative budget requirements for the office.
• Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.
• Manage contracts for the premises, cleaning and security services, and other services as and when required.
• Serve as a member of the Local Contracts Committee (LCC).
• Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
• Provide guidance and oversight on processes related to the mission travel of staff.
• In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff.
• 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.
• In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR.
• Perform other related duties as required.

Who are we looking for?

Candidates with 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree.

Requirements

At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications.

Advantage

Completion of relevant UNHCR learning programme.

For more a more detailed description, please review the job description:

https://www.unhcr.org/63d920964

COMMITMENT TO DIVERSITY AND INCLUSION

UNHCR’s workforce consists of many diverse nationalities, cultures, languages and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity and gender equality.

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.