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 must have proven track record in Administrative/Financial management and internal control skills as will supervise Admin including HR, Finance and ICT units under the Sub-Office and covering four field offices that are geographically dispersed. In addition, the incumbent must have strong experience in leadership, coordination, planning and organizing skills.
• Demonstrated capacity to lead teams with diverse backgrounds, and collaboration as will work closely with Branch Office.
• The successful candidate is expected to be a forward-thinker, solutions-oriented, with solid experience in resource management, emergency response operations and costs cutting measures.
• Practical experience to application of relevant Financial and Administrative and policies is desirable. Working knowledge of PeopleSoft/Oracle ERP, and RBM Software – COMPASS is desirable.
Incumbent must be a staff welfare champion thus must have empathy, coaching, development skills with a keen focus on duty of care. Experience in Guesthouse management is an asset.
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,
Desired languages
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,
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 Admin Officer, P3 based at Sub-Office Mbarara carries responsibility for Admin and Finance oversight and supervision for the entire Southwest. Southwest also consists of different types of operations (i.e., emergency response due to volatile security situation in DRC, re-settlement, and care and maintenance to refugees living in 5 settlements namely Nakivale, Oruchinga, Kyaka, Kyangwali and Rwamwanja). Being based at Sub-office level, the post requires to provide technical support and supervisory skills to the field staff and develop good relationships with other colleagues from other section and field offices.
Living and Working Conditions:The southwest operation covered by Sub-office Mbarara manages about 550 thousand of refugees. It has about 180 staff in total and 5 offices (SO Mbarara, FO Kyaka, FO Kyangwali, FO Rwamwanja and FU Kisoro). The refugee protection environment in Uganda is progressive and provides refugees with freedom of movement, the right to work and establish businesses, the right to documentation, access to social services, and allocation of plots of land for shelter and agricultural production.
UNHCR Operation in South West Uganda, through the Oversight of UNHCR sub-office Mbarara, takes care of refugees and asylum seekers residing in refugee settlements (Rwamwanja, Nakivale, Oruchinga and Kyaka II refugee settlements) and Bubukwanga and Nyakabande Transit Centres.
Mbarara is an important transport hub, lying west of Masaka on the road to Kabale, near Lake Mburo National Park. This is about 270 kilometres (168 mi), by road, southwest of Kampala, Uganda's capital and oldest city. Mbarara Sub-office is a classified as C duty station.
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
Administrative Officer
United Nations High Commissioner for Refugees
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