GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelA (least hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Remote work acceptedNo
Target Start Date2023-06-06
Target End Date2023-12-31
Job Posting End DateJune 21, 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 UNHCRยฟs 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 ProfileDesired Candidate Profile:
Candidates must be legally present in Costa Rica at the time of application, recruitment and hire.
Only candidates holding a legally job permit in Costa Rica will be considered eligible.
We are committed to maintaining diversity in terms of gender, ethnicity and culture. Persons belonging to minority groups, persons with special abilities, men and women, are encouraged to apply for vacancies. All applications will be treated with the strictest confidentiality.
Eligible candidates may be required to take a technical test and/or an interview.
If you have special needs or require assistance to apply, please contact cossarrhh@unhcr.org
Covid-19 Vaccination and related Safety Measures:
UNHCR has a responsibility to prevent and curb the spread of COVID-19 as part of its accountability to its workforce and the communities it works in and serves. Whilst other measures (such as hand hygiene, physical distancing, ventilation and wearing masks) remain crucial, being vaccinated against COVID-19 plays a key role in protecting oneself, families, colleagues, and the community including persons of concerns and has been proven to significantly reduce risks of serious illness and death from COVID-19. Therefore, in alignment with other UN agencies and based on the advice of the UN Medical Directors network, UNHCR strongly urges all colleagues to get vaccinated as soon as possible to protect themselves and others.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of full vaccination, independently of contract type and duration, unless the candidate is based in a location with documented lack of access to COVID-19 vaccines.
Therefore, the people recommended for the position must provide proof of vaccination or the medical recommendation that justifies non-vaccination.
Operational Context:
2022 was a year of significant increase in mixed movements transiting through Costa Rica, as compared to 2021. An upward trend in numbers has continued in 2023; Costa Rica was the worldโs 4th largest recipient of new individual asylum claims. Since 2022 Costa Rica is one of the countries who implement Resetlement Project which drastically expanded this year with additional 60-70 staff members for which an additional Admin staff is required.
Admin Associate will coordinate, manage all admin and some finance processes for RST office and staff. The incumbent is required to have strong organizational skills, ability to work under pressure to respond to multiple tasks.
Language requirements:
Spanish C2
English B2
Functional ClearanceThis position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)English
,Spanish
,
Desired languages
,
,
Additional Qualifications
SkillsBU-PeopleSoft EPM/Budget, IT-Computer Literacy, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other
Work Experience
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