Assistant Representative - Administration

E (most hardship)

Non FamilyNon FamilyDanger Pay

PR5

Professional

Reason

Fast Track > Fast Track

No

2023-03-20

March 27, 2023Assistant Representative - Administration Organizational Setting and Work Relationships The Assistant Representative - Administration will function under direct supervision of the UNHCR Representative. The incumbent will advise and assist the Representative in the overall management of UNHCR¿s administrative activities and issues of concern within the country operation in an effective and efficient manner which supports the Organization¿s mandate. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices within the country. S/he will also have a responsibility to monitor, coach, and guide and intervene with the staff in the country. UNHCR is well integrated into the UN Resident Coordinator System. 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 Representative in the overall management of UNHCR¿s activities and issues of concern within the country of assignment to ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR. - Monitors the day-to-day operation of the office, identify problems, and take appropriate action to overcome these through constructive changes. - Ensure that the administrative budget and post requirements are finalised accurately and incorporated into the Country Operations Plan. - Liaise, where applicable, with staff in other offices in the country of responsibility to ascertain that the quality of administrative support being provided is adequate. - Maintain an up-to-date and detailed understanding of UNHCR administrative policies and procedures in order to provide accurate information. - Manage personnel through regular performance appraisals, coaching, and assessments of staff training and development needs. - Ensure that essential services for the general welfare of staff i.a. living and working conditions, health, education, recreation, etc. are in place. This includes the establishment of proper and efficient mechanisms to assist staff suffering from work-related pressure or post traumatic stress. - Play an active role in the Security Management Team (SMT) in the relevant country and the inter-agency security and contingency planning process; ensure that appropriate security measures and evacuation plans are in place to protect UNHCR staff; and that security guidelines and procedures as outlined by the Designated Offcial and UNDSS are complied with. - Act as Officer-in-Charge in the absence of the Representative. - Enforce local compliance with UNHCR¿s workplace standards. - In coordination with headquarters and the regional office enforce country-level compliance with UNHCR¿s financial rules. - Enforce compliance with UNHCR¿s human resources policies (e.g. policies on gender, disabilities, diversity, ethics and HIV/AIDS). - Allocate resources to meet minimum standards for staff working and living conditions - Clear the submission of the country operations plan (admin budgets, staffing levels and structures). - Represent UNHCR in UN and other operations management fora. - Enforce compliance with UNHCR¿s global strategies, protocols and guidelines. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree Field(s) of Education Business Administration; Economics; International Relations; Political Science; International Law; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses HCR Protection Learning Prg; HCR Management Lrng Prg; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified. Desirable - Solid UNHCR experience from both the Field and Headquarters. - UNHCR specific learning/ training activities (i.e Management Learning Programme, Protection Learning Programme). Functional Skills EX-Intergovernmental Organization/International Organization (United Nations or similar); EX-Field experience with UNHCR and/or with other humanitarian organizations; EX-HQs experience with UNHCR and/or with other humanitarian organizations; *MG-5 years of managerial experience; (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.

The incumbent is expected to have strong knowledge of staff rules and regulations, financial rules and regulations and excellent resource management skills. The incumbent will research, develop and implement guidelines and policies in line with the existing rules and regulations for the effective and efficient management of the human, administrative and financial resources of the operation. Given the continuously evolving security and operational context in Ukraine, the incumbent is expected to work proactively with his/her team to find solutions to issues and gaps within his/her areas of responsibility that may not be precisely regulated in existing policies and guidelines.

This position is an integral part of the Senior Management team and will be accountable for leading and managing the admin, ICT, HR, staff welfare (welfare Officer and Medical Doctor), and finance functions within the operation and work closely with the Security function and operations, and provide strategic as well as technical advice on areas under his/her supervision to the Senior Management team. S/he will play a key role in drafting and implementing the countrywide operational strategy and coordinate with the Bureau, Regional Office, and relevant units in Headquarters on matters that relate to Administration. The incumbent will also play an active role in the inter-agency Operation Management Team (UNOMT) in the country and inter-agency security and contingency and BPC planning process, ensure that appropriate security measures and evacuation plans and preparedness are in place to protect UNHCR staff, and that security guideline and procedures as outlined by the Designated Official and UNSECOORD are complied with. The incumbent is expected to have solid finance competency, as well as years of experience with managing Human and Financial Resources from both Field and Headquarters. S/he should have the seniority and be accountable to make decisions in her/his areas of responsibility in an efficient manner in compliance with the rules and regulations of UNHCR. The incumbent should have demonstrated interpersonal and managerial skills in steering a large team of national and international staff. Team spirit is a must. The staff member also needs to display sound representational skills, as the position could be requested to interact with different officials including but not limited to the Protocol Department of the Ministry of Foreign Affairs and the other officials on issues related to visa and residency of staff members, as well as other issues related to diplomatic privileges and immunities. Strong political awareness is essential in a highly complex and sensitive high-security risk environment. Proven strong leadership, coaching, and supervision skills are a must.

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Operational context

Nature of Position:

The incumbent is expected to have strong knowledge of staff rules and regulations, financial rules and regulations and excellent resource management skills. The incumbent will research, develop and implement guidelines and policies in line with the existing rules and regulations for the effective and efficient management of the human, administrative and financial resources of the operation. Given the continuously evolving security and operational context in Ukraine, the incumbent is expected to work proactively with his/her team to find solutions to issues and gaps within his/her areas of responsibility that may not be precisely regulated in existing policies and guidelines.

This position is an integral part of the Senior Management team and will be accountable for leading and managing the admin, ICT, HR, staff welfare (welfare Officer and Medical Doctor), and finance functions within the operation and work closely with the Security function and operations, and provide strategic as well as technical advice on areas under his/her supervision to the Senior Management team. S/he will play a key role in drafting and implementing the countrywide operational strategy and coordinate with the Bureau, Regional Office, and relevant units in Headquarters on matters that relate to Administration. The incumbent will also play an active role in the inter-agency Operation Management Team (UNOMT) in the country and inter-agency security and contingency and BPC planning process, ensure that appropriate security measures and evacuation plans and preparedness are in place to protect UNHCR staff, and that security guideline and procedures as outlined by the Designated Official and UNSECOORD are complied with. The incumbent is expected to have solid finance competency, as well as years of experience with managing Human and Financial Resources from both Field and Headquarters. S/he should have the seniority and be accountable to make decisions in her/his areas of responsibility in an efficient manner in compliance with the rules and regulations of UNHCR. The incumbent should have demonstrated interpersonal and managerial skills in steering a large team of national and international staff. Team spirit is a must. The staff member also needs to display sound representational skills, as the position could be requested to interact with different officials including but not limited to the Protocol Department of the Ministry of Foreign Affairs and the other officials on issues related to visa and residency of staff members, as well as other issues related to diplomatic privileges and immunities. Strong political awareness is essential in a highly complex and sensitive high-security risk environment. Proven strong leadership, coaching, and supervision skills are a must.

Living and Working Conditions:

General :

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 October 2022, over 6.5 million people are estimated to be internally displaced, while 7.8 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

BU-Budget and Financial Management, HR-HR Risk Assessment and Mitigation, MG-Office Management, MG-Resource Management, MG-Resource Mobilization Techniques and Guidelines

BA: Business Administration (Required), BA: Economics (Required), BA: International Law (Required), BA: International Relations (Required), BA: Political Science (Required)

Certifications

HCR Management Learning Program - UNHCR, HCR Protection Learning Program - UNHCR

Competencies

Accountability, Analytical thinking, Communication, Leadership, Organizational awareness, Strategic planning & visions

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

Compendium

FT Ukraine Situation 4 – December 2022

Additional Information

This position requires Functional Clearance