Assistant Administrative Officer

A (least hardship)

FamilyFamily

NOA

National Professional Officer

Reason

Regular > Regular Assignment

No

2023-06-16

June 4, 2023Assistant 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. Duties - 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 Essential Not specified. Desirable 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 CO-Strategic Communication CO-Drafting and Documentation SC-UN/UNHCR Procurement Rules and Procedures BU-PeopleSoft EPM/Budget MG-Resource 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.

Previous experience in HR, finance and administration positions would be an asset. In addition, a good knowledge of the UN system and its procurement policies would be beneficial.
A good knowledge of the market and services available in Bosnia and Herzegovina would be an asset. Excellent communication and organizational skills.

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Operational context

Occupational Safety and Health Considerations:

https://wwwnc.cdc.gov/travel/destinations/traveler/none/bosnia-and-herzegovina

Nature of Position:

UNHCR began working in Bosnia and Herzegovina in 1992. Today, the mission works with five distinct groups across the country (refugees and asylum seekers, persons at risk of statelessness, and internally displaced persons and returnees), each of which has specific protection needs and require targeted assistance to reach a durable solution. A considerable number of these persons continue to live in undignified conditions and require support to achieve a durable solution. UNHCR works closely with the authorities at all levels in order to build their capacity and to strengthen the response mechanism. This is complemented by direct interventions and by joint projects with UNHCR 's partners (legal aid, livelihoods, basic household support, etc.) which assists persons of concern to achieve a durable solution.

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent supervises all administrative matters addressing day to day tasks and contributing to deliver administrative activities.

The incumbent is expected to work strategically in support of UNHCR’s operational and administrative objectives in the country. He/she should be able to deal with multiple tasks in a courteous and service-oriented manner with often short deadlines, and fluctuating workload. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.

The incumbent will work under the direct supervision of Representative in CO Sarajevo, Bosnia and Herzegovina and is expected to regularly brief and advise the Representative according to the his/her related responsibilities .

The incumbent will be leading Administration Unit and will be monitoring the day-to-day personnel and administrative operations of the office, providing administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems. The incumbent will be supervising activities concerned with the offices and grounds maintenance, security, transport and similar services, while briefing international staff on general administrative matters, providing advice and ensuring administrative support as required.

The incumbent 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. The incumbent will oversee the ABOD and staffing budgets and will monitor the implementation of the related activities. 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. The incumbent will head the Administration Unit and will supervise the Human Resources, Procurement, Finance, IT and Transport units in CO Sarajevo and support administrative needs of FO Bihac and FO Tuzla.

Living and Working Conditions:

Sarajevo is the capital of Bosnia and Herzegovina (BiH) and the largest urban centre with an estimated population of 370.000. The city is situated along the Miljacka river and surrounded by the Dinaric Alps. The city is famous for its traditional religious diversity, with adherents of Islam, Catholicism, Orthodoxy, and Judaism coexisting there for centuries.

The city is recovering and adjusting to a post-war reality, as a major centre of culture and economic development in BiH.

There are no administrative or other restrictions, apart from visa, on international staff members’ travelling in/within/from the country;

Sarajevo's climate exhibits influence of oceanic (Cfb), humid continental (Dfa) and humid subtropical (Cfa) zones, with four seasons;

In general, regular medical facilities are available, with two main hospitals (City Hospital and the Clinical Center) and a significant number of small private clinics;

General sanitary and hygiene conditions are adequate;

Good local banking facilities are available (use of credit cards, ATMs);

Communication services (domestic and international) are available on a regular basis;

Availability of food, furnishings and other necessities is adequate (various grocery stores and markets with fresh food products, shopping centres, etc);

Public transportation is available (tram, bus, trolleybus, taxi);

Public water supply, electricity and sewerage system are in place;

Accommodation is available in the private houses or apartments. Hotels facilities are adequate;

International schools, located within commuting distance, providing primary and secondary education, and that offers an International Baccalaureate program or equivalent are available in English and French language;

Various leisure, recreational and sports facilities are available.

Security Considerations

UN Security phase for Bosnia and Herzegovina is Security Level 2 for the entire country.

The situation in Bosnia and Herzegovina is generally quiet. All international agencies consider threats to their staff to be low currently. However, problems from pickpockets to traffic accidents exist so staff should exercise appropriate personal security awareness and common sense;

BiH is a country with the largest mine contamination problem. Over 670.000 mines and 650.000 unexploded ordinances on 10.000 locations estimated. Contaminated area estimated is over 2.000 km2 which is more than 4 % of the total territory of Bosnia and Herzegovina. Staff is advised to stay on well-travelled routes while in the country;

Other potential risks: unpredictable behavior of religious extremists; continuing political fragility in the country and the region, including nationalist rivalries and threats of secession; unstable weapons and explosives left over from the war; unrest arising from high-risk sporting competitions or demonstrations/civil protests, moderate risk of earthquakes and landslides; pollution, fires or explosions due to unregulated industry, gas leaks or old ammunition dumps.

 

Additional Qualifications

Skills

BU-PeopleSoft EPM/Budget, CO-Drafting and Documentation, CO-Strategic Communication, IT-Computer Literacy, MG-Resource Management, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

BA: Business Administration (Required), BA: Economics (Required), BA: Public Administration (Required)

Certifications

Competencies

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

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

Compendium

Additional Information

This position requires Functional Clearance