Associate Administrative Officer

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

Hardship LevelE (most hardship)

Family TypeNon Family with Residential Location

Residential location (if applicable)

Addis Ababa,Eth Fed Dem Rep

GradePR2

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 member’s 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.

ReasonFast Track > Fast Track

Remote work acceptedNo

Target Start Date2023-07-20

Job Posting End DateJuly 27, 2023

Standard Job DescriptionAssociate Administrative Officer Organizational Setting and Work Relationships The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he will work quite independently on regular assignments 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. 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 directly supervises general service 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. - Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. - Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff. - Coordinate training and capacity-building activities to staff in administrative related areas. - Assist with the preparation of staffing and administrative budget requirements for the office. - Assist in the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. - Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets. - Monitor the quality and timeliness of goods and services delivered to the office. - Manage contracts and relations with suppliers. - 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 Education & Professional Work Experience Years of Experience / Degree Level For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified. Relevant Job Experience Essential Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications. Desirable Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCR¿s administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules. Functional Skills MG-Resource Management FI-General Financial 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 ideal candidate should have a demonstrated experience in leading 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 functional streams, is a requirement.
While functional clearance for the role of Associate 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. French is mandatory and English is desirable.

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

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Desired languages

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Since the conflict in Sudan erupted in mid-April 2023, and according to the latest figures, Chad currently hosts some 230,000 new arrivals (out of which some 192,473 are already “fixed” or counted), this situation has led to the forced displacement, spread across the provinces of Ouaddai, Sila, Wadifira amd Ennedi Est, mainly in the sub-prefectures of Borota, Amdjerema, and Addé, with the key entry points being the localities of Kulbus, Mahamata, Werwerta, Beida, Andressa/Dogdoré, Moudeina, Sarafbourgou, Mashiborgho and Maguilta. The situation continues to be tense in Sudan, refugees continue to arrive in Chad, fleeing from Darfur region, especially El Geneina and El Fasher cities.

On 17 May 2023, a Level 2 emergency was declared for the neighbouring countries of Sudan, including Chad. Considering the above, and as the humanitarian situation in Sudan continues to deteriorate, the High Commissioner decided to upgrade the Level 2 emergency to a Level 3 for the Sudan and for the refugee and returnee situation in Chad, Egypt, and South Sudan.

In this context, the operation in Chad reinforces its offices with the necessary capacities to respond effectively to the protection and assistance needs of the new refugees in the existing and new camps and maintain adequate capacity at the various entry points to continue to assist new arrivals.

The Sub Office of Abeche covers five Field Offices (Amdjarass, Iriba, Goz Beida, Guereda, Farchana), and the newly created Field Unit of Hadjer Hadid.

Candidates applying to positions in Chad should be prepared to work under challenging conditions and be able to manage stressful situations. All the duty stations in Chad are classified E, except N’Djamena which is at D.

The Associate Admin Officer P2 will work under the supervision of the Head of Field Office, and in close collaboration with the UNHCR Country Representative and Admin team in the different units and field offices. The Candidate will be in charge to manage the guess houses, field bases, Fleet and Asset Management at office level. The Candidate will work closely with the security staff to implement security recommendations. He will maintain the communication with the Finance Officer based in the Sub-Office In Abéché and country finance team based in N’Djamena

Living and Working Conditions:

Candidates applying to positions in Chad should be prepared to work under challenging conditions and be able to manage stressful situations. All the duty stations in Chad are classified E, except N’Djamena which is at D.

In terms of working and living conditions, Farchana is a small town that has only very basic infrastructure with very limited leisure and recreational facilities. There are no banking facilities in Farchana. The nearest bank facility is in Abeche where ATMs are also operational. Malaria is prevalent and all staff need to be vigilant by taking the relevant measures. Farchana is an E non-family location. There are also very limited health facilities available locally.
UNHCR managed guest houses provide and facilitate accommodation to UNHCR staff.
All communications within the office and with external partners such as Government and humanitarian agencies are conducted in French. Fluent French (both written and spoken) is essential for this position. However, working knowledge of English, especially written, is also required as reports, internal as well as external, are requested in English.
R&R circle is every 8 weeks.

There are specific security measures to be taken into consideration. Aside from the mandatory security briefing provided to the staff upon arrival in N’Djamena with specific location information and requirements:

• All UN personnel must complete their BSAFE training online
• Per the classification of roads, all road movements between cities should be accompanied by an armed escort in the SRM East zone. These movements are conditioned by a granted security clearance through TRIP
• Unless exceptionally allowed all road movements between cities must be started after 6 a.m. and completed by 6 p.m.
• All movements of UNSMS vehicles in Abeche are allowed only between 6:00 a.m. and 10:00 p.m, while all movements of UNSMS vehicles in Farchana, Goz Beida, Iriba, Amdjarass and Guéréda are allowed only between 6:00 a.m. and 8:00 p.m.

  Additional Qualifications

  SkillsFI-General Financial Management, MG-Office Management, MG-Resource Management

  EducationBachelor of Arts (BA): Accounting (Required), Bachelor of Arts (BA): Business Administration (Required), Bachelor of Arts (BA): Economics (Required), Bachelor of Arts (BA): Finance (Required), Bachelor of Arts (BA): Public Administration (Required)

  Certifications

  Work Experience

  CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Political awareness, Teamwork & collaboration

  UNHCR Salary Calculator

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

  Compendium FT for the Sudan Situation

  Additional Information

  Functional clearanceThis position requires Functional Clearance