Snr Admin Officer

E (most hardship)

Non FamilyNon FamilyDanger Pay

PR4

Professional

Reason

Regular > Regular Assignment

No

2023-01-27-08:00

February 16, 2023Senior Administrative Officer Organizational Setting and Work Relationships The Senior Administrative Officer is part of the Senior Management of an office. The incumbent 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. The Senior Administrative Officer 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. The incumbent will maintain frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization¿s programmes. S/he 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 may directly supervise professional and general service staff, either local or international. 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 - 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. - 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. - Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required. - Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs).Ensure MOSS/MORSS compliance in consultation with FSOs. - 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. - Allocate office space. - 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). - In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff - Serve in an advisory capacity in counselling staff members. - Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP). - Advise on matters pertaining to administrative and staffing requirements in the Division/Bureau/Office. - In cooperation with HR, endorse staffing management strategies, and ensure local compliance with UNHCR¿s workplace standards. - Issue and extend contracts for locally recruited staff. - 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. - Ensure that appropriate internal controls are in place. - In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office. - Manage contracts and relations with suppliers. - 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. - Serve as a member of the Local Contracts Committee (LCC) in accordance with delegated authorities. - Participate in the physical verification of UNHCR property plant and equipment. - Enforce compliance with UNHCR¿s financial and administrative rules, policies and instructions. - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P4/NOD - 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree Field(s) of Education Accounting; Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses UNHCR Management Learning Programme (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential: Minimum 5 years of relevant work experience in an International Organization (United Nations or similar). Good understanding and/or experience of financial and HR modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle). Excellent communication and negotiation skills. Experience of managing people in a multinational/multicultural environments. Desirable: Completion of relevant UNHCR Management learning programme. Experience in procurement in an International Organization. Accounting qualification from an internationally recognized Institute of Accounting. Functional Skills IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures CO-Drafting and Documentation MG-Resource Management GB-Building Maintenance SC-Inventory / Stock management DV-Vehicle Management (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. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. 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.

- Minimum 9 years of relevant work experience in an International Organization (United Nations or similar).
- Good understanding and/or experience of financial and HR modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle).
- Excellent communication and peoples skills.
- Experience of managing people in a multinational/multicultural environment.
- Demonstrated ability to manage a large team and coordinate with other Field/ sub- Offices.
- Consensus team building and cultural sensitivity.
- Solid UNHCR experience both in the Field and Headquarters and thorough knowledge of UNHCR Administrative rules and regulations will be an added advantage.

,

,

Operational context

Occupational Safety and Health Considerations:

Nature of Position:

In an operation that evolved into an emergency situation with 11 offices in the country (Country Office, Sub Offices, field Office, and field Units), the incumbent will be expected to ensure an active and effective response to a very fluid situation with high-risk duty stations. The Senior Administrative Officer ensures appropriate responses to operational requirements are timely, accurate, and effective and will among others:

• Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the offices.
• 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.

• 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.
• Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
• Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs).
• Bring issues to the attention of senior management relating to compliance with UNHCR standards of work-life balance, security (SRM), health, well-being and living conditions of staff, and resource allocation.
• Allocate office space.

• 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 common services.

• Serve in an advisory capacity in counselling staff members.
• Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
• Advise on matters pertaining to administrative and staffing requirements of the Office.

• In cooperation with HR, endorse staffing management strategies, and ensure local compliance with UNHCR’s workplace standards.

• Coordinate training and capacity-building activities to staff in administrative related areas.
• Prepare the ABOD for the Office, and monitor the budgetary execution of it.
• Control and check the monthly accounts and various administrative activities.
• In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office.
• Manage contracts and relations with suppliers.
• Recommend local service providers (e.g. building, security guards and cleaning companies).

Living and Working Conditions:

The United Nations High Commissioner for Refugees (UNHCR) has been present in Ukraine since 1994 but has increased its presence by a substantially larger scale up in the operation’s structure, staffing and response after the invasion of Ukraine in February 2022. The geographical presence within Ukraine has significatively expanded to deliver the emergency response. The functions in the country office are currently divided between Kyiv and L’viv, and new operational offices have been established in the central and western regions. UNHCR now has direct operational presence in Chernivtsi, Dnipro, Kyiv, L’viv, Odesa, Poltava, Uzhhorod and Vinnytsia as well as in Donetsk and Luhansk, which are currently not under the control of the Government of Ukraine. The current structure is the foundation for the 2023 structure, however it will be continuously reviewed and adjusted in response to the evolving operational environment.

The war in Ukraine has caused death and suffering on a dramatic scale and left at least 17.6 million people in urgent need of humanitarian assistance and protection.  At the end of January 2023, over 5.9 million people are estimated to be internally displaced, while 8 million refugees from Ukraine have been recorded across Europe, most of them women and children.

The massive destruction of civilian infrastructure, with the energy sector being particularly targeted in the fall of 2022, has made life unbearable for millions of people who have lost their homes and livelihoods, and has severely disrupted access to electricity, water, heating as well as critical services, including healthcare, education and social protection services. Humanitarian access continues to be hampered, particularly in areas in the East under the temporary military control of the Russian Federation.

Civilians remain exposed to serious risks to their physical security and integrity, particularly in eastern and southern regions of Ukraine. The risk of GBV, including sexual violence, is high particularly in areas of active hostilities. The separation of families is one of the problems most reported by protection actors, particularly following displacement. Populations displaced or affected by the war live in situations of deprivation, following the loss or damage of their housing, loss of incomes, and the lack of access to essential services, such as health care or education.

The Government of Ukraine maintains a strong lead role in responding to the needs of its population and UNHCR supports the Government and its central and local institutions to provide protection, shelter/housing, cash and in-kind assistance to people impacted by the war. Under the leadership of the UN Humanitarian Coordinator, UNHCR operates as part of the inter-agency humanitarian response, working in close coordination with local authorities and humanitarian partners. UNHCR is leading three clusters - Protection, Shelter and NFIs, and CCCM and is part of the Durable Solutions Steering Committee

The strategic orientation of UNHCR’s response is to reach people with specific vulnerabilities who remain in frontline and heavily affected areas with immediate relief while supporting displaced people and those who have remained in their homes, or returned, with protection advice, shelter support and cash assistance to enable their attainment of durable solutions.

Security:

The war in Ukraine continues to evolve and areas of Donetska, Luhanska, Khersonska and Zaporizka oblasts in the east and south of Ukraine are currently under the temporary military control of the Russian Federation. The most intense fighting is now concentrated in the east (Donbas) and south of the country. At the same time, long-range cruise missiles and UAVs have been hitting vital infrastructure across the country, including airports at the start of the invasion. The airspace is therefore closed for commercial traffic, leaving cars and trains the only means of transportation across and in and out of the country. Large scale attacks on critical energy and transportation infrastructure have also taken place since October 2022. This has led to frequent power outages, internet, and connectivity problems; coupled with the harsh winter conditions. These developments present an additional challenge to the operational and security environment and affect staff safety and wellbeing.

The UN has not been targeted and retains its impartiality and neutrality when delivering its mandate. However, the danger cannot be fully ruled out, and risks to personnel and dependents, assets, and programmatic activities remain extant.

Security threats and risk levels are being identified and reviewed through comprehensive Security Risk Management SRM processes. The highest residual risks, assessed at this moment in time, emanate from the international armed conflict threat factors and vary from high in non-contested areas, to very high and even extreme, for areas where open armed hostilities are ongoing. In this context, the humanitarian space has shrunk, making access to beneficiaries in contested areas difficult.

To determine if a risk is acceptable, the UNHCR Representative, Heads of Offices and Programme Managers, security staff, and personnel apply the concept, principles, and applicability of the SRM process as defined by the UNSMS. However, the minimal projected risk level in Ukraine is still assessed as "high" which should be strongly considered, and staff applying for positions in Ukraine should be ready to live and work in a very dynamic security environment in which unexpected events could be a daily occurrence. Air raids are common, and staff can be obliged to work from bunkers or underground carparks for several hours.  Power and water outages are to be expected in places of residence and shops, restaurants and other services can be disrupted.  Curfews are in place country wide.  Mission travel must be authorized by the Representative or designated managers and security clearance is mandatory.  When necessary, the security unit works closely with UNDSS to make sure that programme activities can go ahead using the SRM processes and procedures that have already been set up and approved by the Designated Official or the ASC.  Considering the changing operational and security environment in the country, UNHCR is flexible to relocate its offices to locations that would better serve the delivery of its mandate to help people in need of protection and assistance.

Additional Qualifications

Skills

BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Professions (Required)

Certifications

HCR Management Learning Program - UNHCR

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Add.2 to Bi-annual Compendium 2022 - Part B

This position requires Functional Clearance