Only candidates who are not nationals of the country of assignment are eligible to apply to this position
Hardship LevelA (least 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 memberโs country of nationality.
In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-10-13
Job Posting End DateNovember 9, 2023
Standard Job Description
Administrative 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 Organization's 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 UNHCR's 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.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- 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 Administration, Business Administration, Economics
or other relevant field.
Certificates and/or Licenses
Not specified
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 [9:33 AM] Imen Benrabah
The candidate shall have a demonstrated experience in leading sizeable teams and creating cohesion among diverse teams. Proactiveness, multi-tasking, ability to adapt easily to different operational changes and shift in priorities, with excellent communication skills are of great importance. Hands-on knowledge and work experience with COMPASS and Workday as well as understanding of the Cloud ERP are an asset. Given the supervisory roles over admin, finance, HR, ICT units as well as the role to exercise in overseeing supply chain activities, demonstrated experience in the similar operational context, overseeing all the aforementioned functional streams, is a requirement. While functional clearance for the role of Admin Officer is a requirement, the candidate shall also demonstrate knowledge of the financial rules and policies, including at the transactional level to ensure streamlining of the existing processes, as well as good familiarity and experience in administering/implementing Human Resources policies and frameworks in respect of both staff as well as affiliate workforce. English is mandatory and French is desirable.
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:
UNHCR Algeria has presence in Algiers (Country Office) and Tindouf (Sub Office). At the time of the position advertisement the workforce size in the operation is 76 personnel with 52 % in the Country Office and the rest in SO Tindouf. The position of Admin Officer reports to the Representative. Incumbent exercises supervisory responsibility for Admin, Finance, Human Resources and ICT units/functions of UNHCR CO Algiers and also provides support and guidance role to the Admin Unit in the Tindouf Sub Office. Admin Officer ensures identification of solutions and timely delivery of the outcomes for the functions/streams under their direct report. Admin Officer will establish, improve and/or maintain, as required, efficient administrative controls and ensure compliance with relevant admin, human resources and finance rules and procedures. In the given operational context of Algeria, Admin Officer will also oversee the activities pertaining to the supply chain including planning, sourcing, procurement, transport, shipping, customs clearance and asset and fleet management. Admin Officer will be responsible for formulating and implementing staff safety and security measures, ensure SRM compliance, in consultation with the Representative, UNHCR Security Focal point, UNDSS and Regional FSA based in the Regional Bureau. Admin Officer will ensure that UNHCR premises are managed in a cost-effective manner and promote a healthy, safe, and respectful working environment. Admin Officer will guide and advise Representative in preparations/discussions of Admin and staff budgets, ensuring that the operationโs workforce is fit for purpose and allows delivery of the strategic objectives.
Living and Working Conditions:
Algiers is the capital city of Algeria located in north bothering Mediterranean Sea. Algeria standard time is 01 hours ahead of GMT (GMT+1).
Algiers is a family duty station under B category.
The Algerian visa is not granted at the airport and must be obtained prior to arrival.
Health facilities are accessible in Algiers and clinics, laboratories that are recommended may be communicated once needed ;
Local banking facilities are available in Algiers but the only currency accepted in the country is Algerian dinars (DZD). The system of credit cards (visa or master card) is hardly used in Algiers and is limited to big hotels only. It is recommended to ensure having enough cash in Euros or USD prior to your travel.
International Staff are renting houses/apartments for living that are cleared by UNDSS.
Additional Qualifications
Skills
EducationBachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Public Administration
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 Bi-annual Compendium 2023 Part B - October 2023
Additional Information
Functional clearanceThis position requires Functional Clearance