Only candidates who are not nationals of the country of assignment are eligible to apply to this position
Hardship LevelE (most hardship)
Family TypeNon FamilyDanger Pay
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 Date2023-11-07
Job Posting End DateNovember 28, 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 At least 5 years of experience organizing and coordinating Finance and Administration functions in complex emergencies/mixed situations (refugees and IDPs (urban and camps) and/or refugee and IDP returnees and/or repatriation programs.
Demonstrated experience leading or being part of Interagency coordination representing UNHCR at different UN coordination meetings e.g. Integrated Operations Management Team (IOMT), managing relationships with government, partners and other stakeholders, including non-state actors.
Demonstrated ability to advise the management on the implementation of administrative rules, procedures, duty of care obligations, devising and implementing measures for staff safety, health and wellbeing (psychosocial support, medical facilities, MEDVACs, CASEVACs, and Security Evacuations)
Demonstrated experience in advising on staff planning, Business continuity, and contingency plans, program criticality, change processes, risk management, putting in place internal control mechanisms, and implementation of audit recommendations & reporting.
At least five years of experience leading diverse teams, with strong interpersonal, networking, and negotiating skills, and at least 3 years of proven experience with designing, organizing, and providing capacity building to partners and staff.
Demonstrated knowledge of administrative, budgetary, financial, and human resources Management.
Relevant professional certifications, such as ACCA, CPA, CIMA, or other relevant certifications & training are an added advantage.
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
SO Qamishli in Northeast Syria operates in a very complex context in three governorates, Hassakeh, Raqqa, and Deir ez-Zor. While based in Qamishli, the SO has a field unit based in Deir ez-Zor in the GoS-controlled area. Large parts of the three governorates are currently under the de facto control of the Syrian Democratic Forces, a non-state actor - with GoS presence/control in several areas. UNHCR coordinates the response in 10 camps hosting over 130,000 persons, including the largest camp Al Hol hosting 57,000 Syrians, Iraqis, and third-country nationals. Al Hol expanded from 8,000 to 70,000 individuals in the first months of 2019 to accommodate civilians transported from the last ISIS-held territory in Syria as it came under the facto control of the SDF supported by the international coalition. The camp presents a particularly complex protection and assistance challenge due to the mixed profile of its population. While formally, the cluster system is not activated, UNHCR leads Protection and Shelter/NFI and the CCCM sectors. UNHCR is directly responsible for providing protection services, CRIs, and shelter, supporting camp management and camp coordination, and delivering humanitarian assistance in close coordination with UN agencies, NGOs, and the authorities. UNHCR also coordinates assistance in all collective centers, informal sites, and out-of-camp populations in need. Outside camps, UNHCR provides humanitarian aid to IDPs, Iraqi asylum-seekers, and returnees living among local communities and in informal settlements. It also implements limited early recovery activities and interventions to build resilience of the displaced and host communities.
The Administrative Officer, based in Qamishli, will supervise up to 6 national staff members and will report to the Head of Sub-Office. The incumbent is a member of the Senior Management Team at the Sub Office Qamishli and will lead, coordinate and supervise all activities pertaining to the Admin Unit covering the SO based in Qamishli as well as the FU in Deir Ezzor in the area of responsibility.
She/He will maintain contact with the Admin Section of the Country Office and will technically report to the Assistant Representative - Administration who will serve as a technical reference at national level and support to facilitate the operations in NES.
The increasingly complicated and challenging operational environment, including dwindling needed supplies, complex shipment options, fuel shortages, and continually revising plans and contingency options to anticipate developments, requires physical presence on the ground.
He/she will collaborate with all the Units (Programme, Supply, Protection, Field) to provide a timely support to staff for the implementation of the activity.
Given the high corruption risks, the incumbent should continuously revise, adapt and implement mechanisms to ensure that the SO implements transparent processes, robust monitoring systems, and, most importantly, an accountable and cost-efficient approach.
In a very polarized sectarian and political working environment, the incumbent must also contribute to strengthening the team spirit while maintaining the UNHCR protection agenda in all situations. With fast-paced development occurring on the ground, the incumbent must also be ready to take additional roles as UNHCR is responding to multiple simultaneous humanitarian crises happening in the area of responsibility, including ongoing displacement, provision of humanitarian assistance in/out of camps to the existing internally displaced persons, to refugees, and returnees.
Living and Working Conditions
The present situation in North-East Syria is unpredictable. This creates ongoing pressures at work and daily life as priorities are frequently upended for other urgent ad-hoc tasks. The incumbent should be prepared to work under very challenging conditions and be able to manage stressful situations.
International staff in Qamishli are hosted in a UNHCR-provided guesthouse which meets the requirements for comfort and privacy and is equipped with the necessary amenities. There is fair internet connectivity in Qamishli. Qamishli City enjoys relative security, and staff can move around town with minimal restrictions (limited security-cleared restaurants in the city). A single AV is allowed within Qamishli City. Travel to/from Qamishli to Damascus is by UNHAS. The limited commercial flights have challenges in keeping the schedule. Few medical facilities provide primary healthcare, and finding certain pharmaceutical products may be challenging. Al Qamishli's summers are sweltering, arid, and clear, and the winters may be extended, cold, and partly cloudy over the year, the temperature typically varies from 2 ยฐC/36 ยฐF to ยฐ40/105 ยฐF. It is rarely below -3ยฐC/27 ยฐF or above 44ยฐC/110 ยฐF. Qamishli is a non-family duty station with a four-week R&R cycle.
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 ExperienceWorking with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: Stateless
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 Bi-annual Compendium 2023 - Part B
Additional Information
Functional clearanceThis position requires Functional Clearance