GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonTemporary > Temporary Assignment/ Appointment
Hardship LevelH (no hardship)
Family TypeFamily<p></p><p></p>
Residential location (if applicable)
Remote work acceptedNo
Target Start Date2023-10-10
Target End Date2024-04-30
Job Posting End DateOctober 11, 2023
Standard Job DescriptionAdministrative Associate Organizational Setting and Work Relationships The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks. The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization. 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 - Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. - Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment. - Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems. - Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files. - Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements. - Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals. - Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required. - Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action. - Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility. - Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records. - In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services. - Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher Field(s) of Education n/a Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related fields.; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Not specified Desirable: Completion of UNHCR learning programmes or specific training relevant to functions of the position. Functional Skills *IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures BU-PeopleSoft EPM/Budget SC-UN/UNHCR Procurement Rules and Procedures (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 ProfileOPERATIONAL CONTEXT
UNHCR has been present in Poland for 30 years, working with national authorities on refugee-related matters. With the arrival of nearly 1.4 million refugees from Ukraine recorded in Poland, majority being women and children, as well as older people and people with disabilities, UNHCR has substantially scaled up its presence and operations supporting government-led efforts through a multisectoral response focusing on ensuring access to asylum and protection, assisting the most vulnerable refugees, and facilitating inclusion. UNHCR currently has a Country Office and Frontex Liaison Office in Warsaw and has opened two field offices in Warsaw and Lublin, in addition to sub-offices in Rzeszow and Krakow.
Due to the large number of refugees in Poland, UNHCR has developed several programs to support their needs, including cash assistance, counseling line and protection monitoring. In order to respond quickly to these needs, UNHCR Poland has hired a large workforce through a recruitment agency. Currently, UNHCR employs some 100 staff under this arrangement.
AIM OF THE MISSION
The role of the Project Management Associate is to manage the day-to-day contract between UNHCR and the recruitment agency and to ensure that UNHCR can secure the required workforce to support its activities.
MISSION OBJECTIVES
The Project Management Associate is the main interface between UNHCR and the recruitment agency. S/he also serves as the main focal point internally for UNHCR managers supervising the workforce but also for staff hired under this arrangement. The Senior Project Management Associate ensures a solid monitoring of the contract and troubleshoots issues when they arise.
RESPONSIBILITIES
Under the supervision of his/her manager, the Project Management Associate will carry out the following duties:
- Be the entry point for UNHCR for general administrative aspects of the staff recruited under the framework agreement with the recruitment agency and oversee the implementation of hiring, transfer, separation by the recruitment agency as per the Standards Operating Procedures (SoPs);
- Centralizes staffing needs from the different units/offices of UNHCR; ensures adequate follow up with the recruitment agency is conducted for the smooth execution of the planned activities;
- Monitors the project implementation as per the terms and conditions of the framework agreement, SoPs and through visits and interviews; provides regular feedback to the Contract Administrator on the overall performance of the recruitment agency based on the Vendor Key Performance Indicators in the contract during the evaluation stage;
- Daily contact with the recruitment agency and timely follow up on any pending matters;
- Entry point for recruited staff to support them and follow up on any queries.
- Provide support to UNHCR field offices and operational units for carrying out some of the administrative tasks (I.e., registering overtime, approval of duty travel, etc.)
- Perform any additional tasks as required.
PROFILE
The position requires to work in close cooperation and coordination with different units and offices of UNHCR Poland. The incumbent would ideally have combined experience in the field of protection but also in human resources, project management, procurement and administration.
The incumbent needs to be familiar with Polish labor law.
Essential Requirements:
• Knowledge of the Polish labor law
• Excellent knowledge of English and Polish languages
Desirable Requirements:
• Previous experience working in governmental or international organization
• Knowledge of Ukrainian or Russian languages
Desirable competencies and skills:
• Strong communication skills
• Cultural sensitivity and awareness
• Able to work under pressure
• Problem solving oriented
• Proactive and organized
This position is open to applications from internal and external candidates, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.
TO THE ATTENTION OF EXTERNAL CANDIDATES:
External Candidates must meet the essential minimum requirements of the position and must have either Polish citizenship or the legal status necessary to work in Poland.
Your application will NOT be considered if;
- The application form is not duly filled.
- The residence/work permit not submitted (for non-Polish candidates)
A break of minimum 31 days is required before a staff member who currently holds a Fixed Term or Indefinite Appointment may be rehired on a Temporary Appointment. This requirement is waived if the staff member is selected for a Temporary Appointment in another duty station.
UNHCR’s workforce consists of many diverse nationalities, cultures, languages and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity and gender equality.
Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
UNHCR reserves the right to retain applications and consider external candidates applying to this post for other similar positions with UNHCR at the same grade or lower level and with similar job descriptions, experience, and educational requirements for the appointment of a shorter duration (Temporary Appointment).
UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).
Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.
Remuneration & Benefits
A competitive compensation and benefits package is offered. The monthly net salary is between PLN 8,879 and PLN 10,842 depending on relevant experience, dependency status and language proficiency. For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.
UNHCR also offers comprehensive medical insurance and pension plans.
Functional ClearanceThis position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)English
,Polish
,
Desired languages
,
,
Additional Qualifications
SkillsBU-PeopleSoft EPM/Budget, IT-Computer Literacy, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
Education
CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other
Work Experience
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