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)
Tunis, Tunisia
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 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
Associate 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 Organizationยฟs 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 UNHCRยฟs 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.
- 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
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.
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 UNHCRยฟs 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 individual in this role is responsible for fulfilling various functional duties, including implementing efficient administrative control mechanisms to comply with UN financial and staff rules.
The incumbent will also be expected to provide administrative support to the Tindouf sub-office, as well as provide policy and procedure guidance while reinforcing internal controls.
While reporting to the HOSO in Tindouf, the incumbent will also be expected to laiase and technically work under the P3 Admin and Finance Officer in Algiers.
Additionally, this role involves overseeing daily office activities and maintaining contact with other UN agencies to address shared areas of responsibility.
To excel as an Associate Admin/Finance Officer, the candidate should have experience working in large operations and be prepared to function in remote field locations and sub-office settings.
The incumbent must have demonstrated skills and competencies in administration, finance, and human resources, as well as knowledge and working experience with the x-MSRP, current Cloud ERP, COMPASS, and Workday applications, all of which are required to support Tindouf's operations successfully.
Additionally, S/he must possess excellent interpersonal skills to motivate and train teams composed of national and international staff with varying degrees of experience with UNHCR.
The working language for Tindouf is English, while Arabic, Spanish, or French will be an added advantage for the position.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languagesFrench
,
,
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 incumbent is expected to fulfill the functional duties, which include efficient administrative control mechanisms to comply with UN financial/staff rules and is expected to assure the administrative support to a Field Office Tindouf. The primary role of the incumbent is to provide guidance on policies and procedures and reinforce internal controls. It is equally important to oversee office daily activities and maintain contact with other UN Agencies on matters concerning the mutual areas of responsibilities.
Living and Working Conditions:
Tindouf is a town located in the Tindouf Wilaya (sub-administrative unit) in the southwest of Algeria with an approximate population of 50,000. It is 1,800 km away from Algiers.
- Tindouf town is E category, security level 3 (moderate), and non-family duty station;
- No recreational or leisure facility in Tindouf;
- Health facilities are limited in Tindouf;
- Local banking facilities are available in Tindouf and you can open a dollar account but there are no transfer services (you cannot transfer funds from outside to Tindouf):
- Credit card facilities not available:
- International Staff are renting houses/apartments for living;
- Weather is extremely hot during summer and cold during winter
- Tindouf is connected to Algiers, the capital of Algeria, with nearly daily flights operated by Algerian Airlines.
Additional Qualifications
SkillsFI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), HR-Vacancy Management
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 ExperienceAnnual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Refugees
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 Bi-annual Compendium 2023 Part B - October 2023
Additional Information
Functional clearanceThis position requires Functional Clearance