Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-11-01
Job Posting End DateJuly 25, 2023
Standard Job DescriptionAdministrative Associate Organizational Setting and Work Relationships The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks. The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization. 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 supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. - Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment. - Provide 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. - Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files. - Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements. - Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals. - Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required. - Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action. - Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility. - Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records. - In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services. - Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher Field(s) of Education n/a Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related fields.; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified Desirable: 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 BU-PeopleSoft EPM/Budget SC-UN/UNHCR Procurement Rules and Procedures (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.
Desired Candidate Profile The candidate is expected to have:
- technical knowledge in all of the following areas: budget, finance, admin, human resources and programming and be familiar with relevant UN/UNHCR rules and software systems.
- be fluent in German, English and French
- have strong experience in editing and finalizing texts.
- The candidate is, furthermore, expected to be able to work in a structured, accurate and organized manner, have strong social skills and be able to work and manage a variety of tasks independently.
Additional information:
Candidates must be legally present in Switzerland at the time of application, recruitment and hire.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Shortlisted candidates may be required to sit for a test.
No late applications will be accepted.
Required languages (expected Overall ability is at least B2 level): French
,German
,English
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:
Nature of Position:
Under the supervision of the Head of Office for Switzerland & Liechtenstein, the Administrative Associate will provide administrative assistance to the Head of the Office and the team to ensure that services and activities within the human resources, administrative, finance, programming domain are properly implemented. S/he will receive regular guidance from his/her supervisor. As per specific instructions, the incumbent may require liaising with other internal or external entities, to ensure effective delivery of services and achievement of objectives. The nature of certain tasks such as those related to personnel and individual cases amongst others requires discretion and confidentiality as per UNHCR standards and practices.
Living and Working Conditions:
Bern is the capital of Switzerland. Situated on the river Aare, in the German speaking part of Switzerland. It is the location of the three levels of government (city, cantonal and federal parliaments). Bern is known for its quality of living, educational institutions and healthcare facilities.
With the exception of nationals of the European Union (EU), the European Free Trade Association (EFTA), Brunei Darussalam, Japan, Malaysia, New Zealand, the Principality of Andorra, San Martin, Singapore and Vatican, nationals from other countries are subject to the visa requirement for taking up employment. In the absence of a Swiss long stay entry visa, the Swiss mission cannot issue them a 'Carte de legitimation' (equivalent to a work and residency permit). The same rule applies to family members who, depending on their nationalities, must enter Switzerland with a visa for family reunion purposes.
Identifying accommodation will be a priority before arriving at the duty station.
Medical care is up to international standards. Under the Swiss Federal Health Insurance Act health insurance coverage is compulsory for all persons domiciled in Switzerland within three months of taking up residence or being born in the country.
Additional Qualifications
Skills
Education
CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other
Work Experience
CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Additional Information
Functional clearanceThis position doesn't require a functional clearance