Administrative Officer
Job Details
Full Job Description
Hardship Level
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular Assignment
Remote work accepted
Target Start Date
Job Posting End Date
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 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.
,
,
Desired languages
,
,
Operational context
Occupational Safety and Health Considerations:To view occupational safety and health considerations for this duty station, please visit this link:
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 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.
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
Education
Certifications
Work Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaborationUNHCR Salary Calculator
Additional Information
Functional clearance