• Added Date: Monday, 01 May 2023
7 Steps to get a job in the United Nations

Hardship LevelH (no hardship)

Family TypeFamily

Residential location (if applicable)

GradePR3

Staff Member / Affiliate TypeProfessional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff memberโ€™s country of nationality.

ReasonRegular > Regular Assignment

Remote work acceptedNo

Target Start Date2023-04-26

Job Posting End DateMay 15, 2023

Standard Job DescriptionAdministrative Officer Organizational Setting and Work Relationships The Administrative Officer 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. S/he 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 Organizationยฟs programmes. He/she 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 local 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 UNHCRยฟs core values of professionalism, integrity and respect for diversity. Duties - Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. - Monitor the day-to-day personnel and administrative operations of the office. - Provide advice on personnel and administrative policies and procedures. - Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.). - Attend inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested. - Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. - Coordinate the preparation of staffing and administrative budget requirements for the office. - Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. - Manage contracts for the premises, cleaning and security services, and other services as and when required. - Serve as a member of the Local Contracts Committee (LCC). - Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required. - Provide guidance and oversight on processes related to the mission travel of staff. - In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff. - Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP). - Coordinate training and capacity-building activities to staff in administrative related areas. - 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. - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 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 n/a Relevant Job Experience Essential At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications. Desirable Completion of relevant UNHCR learning programme. Functional Skills MG-Resource Management GB-Building Maintenance SC-Contract management SC-Inventory / Stock management MG-Office 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.

Desired Candidate Profile The candidate is expected to be a good team leader with the ability to work under pressure in an emergency environment. Desired skills are proactiveness, multi-tasking, ability to adapt easily to different operational changes and shift in priorities, with excellent communication skills. Previous international experience or professional experience working within international organizations or companies (such as the United Nations, NGOs, multi-national company, etc.) in emergency Operations could be an asset. Other skills: knowledge and work experience with ERP (e.g., Oracle, SAP); experience with budget and finance; experience in managing one, or more, of the following areas of specialization: Assets (equipment), Facilities, Fleet, Protocol and Privileges, Low Value Procurement, Travels; completion of certificates or trainings relevant to the position.

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position

Polandโ€™s eastern borders with Belarus, the Russian Federation and Ukraine serve as the European Unionโ€™s external boundaries. The country currently hosts over 1 million refugees from Ukraine, in addition to a smaller number of asylum seekers and refugees from different countries.

๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

โš ๏ธ ๐‚๐ก๐š๐ง๐ ๐ž ๐˜๐จ๐ฎ๐ซ ๐‹๐ข๐Ÿ๐ž ๐๐จ๐ฐ: ๐๐จ๐ฐ๐ž๐ซ๐Ÿ๐ฎ๐ฅ ๐“๐ž๐œ๐ก๐ง๐ข๐ช๐ฎ๐ž๐ฌ ๐ก๐จ๐ฐ ๐ญ๐จ ๐ ๐ž๐ญ ๐š ๐ฃ๐จ๐› ๐ข๐ง ๐ญ๐ก๐ž ๐”๐ง๐ข๐ญ๐ž๐ ๐๐š๐ญ๐ข๐จ๐ง๐ฌ ๐๐Ž๐–!

UNHCR has been in Poland for 30 years (since 1992), working with national authorities on refugee-related matters. With the Ukraine emergency, UNHCR has substantially scaled up its presence and operations. It currently has a Country Office and Frontex Liaison Office in Warsaw, two Field Offices in Warsaw and Lublin and two Sub-Offices in Rzeszow and Krakow, with a workforce of nearly 140 national and international staff.

The overarching principles guiding UNHCRโ€™s strategy in Poland include: i) localization and centrality of protection, ii) strengthening national systems, avoiding duplication and rationalizing the Refugee Coordination Model (RCM) so that it serves the purpose efficiently and iii) capitalizing on the Global Compact for Refugees (GCR) paradigms to advance the rights of refugees and stateless persons in Poland.

As the UN-mandated agency to provide international protection to refugees, UNHCR leads the refugee coordination structure in support of the Government-led response, with the aim to complement, support and strengthen the national response to the refugee crisis, along with ensuring no duplication of interventions and complementarity of action.

The Admin Officer is supervised by the Senior Admin Officer colleague who defines general work objectives and provides necessary advice and guidance. The incumbent assists with admin activities in accordance with UNHCR policies and procedures. S/he keeps frequent contact with staff at various levels in the office and exchanges data with colleagues in other offices. The incumbent may supervise some general service staff.

Living and Working Conditions

Poland is a country in Central Europe spreading from the Baltic Sea coastline in the North to the Carpathian Mountain range in the South. Thanks to the moderate climate there are four seasons. Summers with temperatures occasionally exceeding 30 degrees Celsius and rather cold winters with sporadic heavy snow periods.

Warsaw is the capital and the largest city in Poland, with a population of about 1.79 million people, according to the World Population Review for 2022. It is a vibrant and modern city with a rich history, culture, and economy.

Working Conditions:

  • Warsaw is classified as H duty station.
  • Contemporary Warsaw is a diverse and dynamic city, the fast-changing cultural, political, and economic heart of the country.
  • Warsaw is the economic center of Poland, and many international companies have their headquarters here.

    Living Conditions:

    • Warsaw has a rich cultural scene, with numerous museums, galleries, and theaters. There are also many parks and green spaces throughout the city.
    • Warsaw is a vibrant city and considered safe, exceptions canโ€™t be excluded.
    • Warsaw is a relatively affordable city, compared to other European capitals.
    • The city has an extensive public transportation network, including buses, trams, and a metro system. The public transportation system is well-connected and efficient.
    • Warsawโ€™s Chopin Airport is close to the city centre and offers plenty of connection flights. Another international airport, Warsaw Modlin, is intended for low-cost carriers.
    • The city has a good healthcare system with both public and private hospitals and clinics.
    • Fresh food is available, and prices are affordable.
    • International schools and kindergartens are available.
    • Real estate market is rich, rent prices varies from one location to another, with high prices in the city centre.
    • Poland has a continental climate with cold winters and warm summers. Temperature goes below zero during winter while it varies between 20-35 during summer.

      Additional Qualifications

      Skills

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

      Certifications

      Work Experience

      CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

      UNHCR Salary Calculator

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

      Compendium Add. 1 to March 2023 Compendium - Part B

      Additional Information

      Functional clearanceThis position requires Functional Clearance

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