Administrative Officer - P4 (Evergreen)
- Organization: UNHCR - United Nations High Commissioner for Refugees
- Location: Multiple locations
- Grade: Mid level - P-4, International Professional - Internationally recruited position
- Operations and Administrations
- Closing Date:
Job Requisition Type
Evergreen (Formerly known as talent pools, in order to have a balanced number of ready-to-hire candidates who can be deployed at short notice to a vacancy that best matches their skills. Evergreens are primarily used to fill Temporary Appointments.)
Call for applications - Administrative Officer, P4
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 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.
Key responsibilities and 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.
Who are we looking for?
Candidates with 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree.
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.
Completion of relevant UNHCR Management learning programme. Experience in procurement in an International Organization. Accounting qualification from an internationally recognized Institute of Accounting.
For more a more detailed description, please review the job description:
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.