Only candidates who are not nationals of the country of assignment are eligible to apply to this position
Hardship LevelC
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 Date2024-07-01
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 The desired candidate should possess a comprehensive skill set to effectively manage the administrative functions of the Sub Office. Strong organizational and managerial capabilities are paramount, as the role involves overseeing day-to-day operations, implementing administrative policies, and ensuring compliance with financial regulations. The candidate's ability to communicate effectively and work collaboratively is crucial, given the multicultural nature of the humanitarian environment.
The incumbent will oversee the management of office premises, accommodation and fleet management and coordinate, guide and support the financial operations in Arua and Yumbe to ensure expedient use of resources. The incumbent will further ensure efficient and reliable systems and processes are put in place to ensure compliance with UNHCR rules, policies and procedures in the implementation of internal control mechanisms. He/She will be expected to identify and manage risks under their responsibility. Discuss problems and seek common ground on which to recommend solutions for the Sub Office and Field Office as required.
Additionally, the candidate's problem-solving acumen and capacity to make informed decisions under pressure are highly valued, reflecting the need for resilience and adaptability in the dynamic context of the ongoing restructuring. Overall, a commitment to humanitarian principles, coupled with a track record of successful team management will be an 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:
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 Organizationโs 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.
S/he will oversee the management of office premises, accommodation and fleet management. Ensure expedient use of resources for the Sub Office and Field Office as required.
The incumbent may directly supervise local staff.
Living and Working Conditions:
Work accommodation is not considered for this position. Arua is a family duty station where accommodations are available although finding reasonable quality accommodation is a challenge and price arising due to number of NGOs presence for South Sudanese refugee response. There are several local supermarkets where local and foreign goods are available, and expatriates frequent several restaurants offering western or Indian foods. Very limited educational services are available as international schools do not exist in Arua. International schools are available in Kampala or Entebbe. In term of medical services, only basic medical services are available in Arua town, and if necessary, further medical referral to Kampala. There are several banks and ATM available in Arua for Ugandan shillings account. Utilities (water and electricity) are available, though for electricity, like many places in the country, faces regular power cut especially during dry season. Safe public transports in Arua is rare, though nationals tend to ride with local motorbike taxis. There are few vehicle taxis available (price tends to be at high end despite short distance). Professional staff either find accommodation nearby the office and walk, or they either rent or buy private second-hand vehicle for their daily movement.
Most travels between Kampala and Arua are undertaken by road (470 Kms). There are commercial flights between Arua and Kampala/Entebbe but the airlines/routes are not UNDSS cleared. There is no accommodation with minimum standards available at the settlements so staff commute daily by official vehicle to the settlements for field activities.
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 Add. 1 to Bi-annual Compendium 2023 - Part B
Additional Information
Functional clearanceThis position requires Functional Clearance