Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2023-06-01
Job Posting End DateJune 12, 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 Profile Candidates who possess previous experience with handling UNHCR Admin/Finance system will be considered an asset or this job opening.
Required languages (expected Overall ability is at least B2 level): English
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Desired languages
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Operational context
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
The Admin Associate will report to the Representative. S/he will provide administrative assistance to the Office, ensuring that daily services and activities within the administrative function are implemented in a timely manner. S/he will support the daily operations of the office and facilities, including procurement of office supplies and equipment. S/he will maintain frequent contact with staff at various levels in the office, and the concerned Admin/Finance staff in other offices. S/he will serve as the point of contact with local suppliers and/or officials on subject matters which may be of importance to the Organization. S/he will be handling activities related to Finance, assisting with payments, purchase orders, and requisitions. Assisting in the preparation of office budgets applicable to admin costs, whilst maintaining the necessary budgetary control records and ensuring that the disbursements are in line with UNHCR administrative rules and budgets. Advise staff in the office on administrative and financial rules and regulations to ensure compliance with UNHCR rules and procedures. S/he will also serve as the IT focal point, overseeing the day-to-day operations of the internet and telephony within the office, with the support of UNHCR GSD. Flexibility and high level of organization are required in this role.
Malta's rich history, beautiful coastlines, and sunny skies contribute to a strong tourism industry, which is an important source of income for numerous people. Maltese cuisine is heavily influenced by neighbouring Italy, so one can imagine a mixture of Mediterranean style pizza and pasta. A passion for fishing is a vital part of Maltese culture, so a variety of fresh fish will always be on the menu throughout the year. Today, 98% of the population is Catholic. Religion still plays an important role in daily life in Malta. There are 365 churches on the islands, one for each day of the year. Historically Malta used to be cheaper than other central EU countries, this situation is changing rapidly as the costs of housing and living keep rising. Living standards in Malta are good and compare well with those of European States. Real Estate: The rental market has seen an increase in both supply and demand in recent years and is expected to continue to grow. The type of property and its location, standard of furnishings and finishing, and duration of tenancy all affect the price of your rental property. Most often, properties are rented fully furnished, including appliances while utility expenses, such as electricity and internet, for long term tenancies are paid for separately by the lessee on a consumption basis. Malta is a H Duty Station with a 5 years SAL. Malta is a safe country, however travellers are urged to practice common-sense personal security precautions that are part of everyday life, particularly when spending time in areas frequented by tourists. Visitors should always lock their car when parking and should not leave luggage and valuables visible inside parked vehicles. TRIP and security clearance is to be obtained 7 days in advance. In Malta, driving is on the left. Taxi services from the Malta International Airport to all locations in Malta are based on a fixed tariff. Taxi phone Apps such as Bolt and eCabs, are highly recommended. Local buses: a one-way ticket is ‚¬2 and it is valid for unlimited rides for two hours. Primary and secondary State schools are found in all the main regions of Malta. Demand for faith-based and private schools is high. Entry into faith-based schools is by ballot, and requires early booking, sometimes a few months or years in advance. The country has a wide selection of private clinics and a public healthcare system which is free for its residents.
Additional Qualifications
Skills
Education
CertificationsBusiness Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other
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: Asylum Seekers, Working with Persons of Concern: Refugees, Working with Persons of Concern: Stateless
CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearanceThis position doesn't require a functional clearance