Hardship LevelH (no hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS6
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2023-06-19
Job Posting End DateMay 26, 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 should have proven ability to work well under pressure on multiple tasks simultaneously, establish priorities, and deliver quality output in a time-efficient manner in support of the Head’s priorities and exigencies. The candidate should have 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher, with excellent computer skills. They must also have excellent drafting, analytical and communication skills, and should be client & result oriented with proven planning and organizing experience. The candidate should have excellent command of English, and knowledge of French language is highly desirable.
S/he should possess good judgment and prioritization skills to be able to manage information and determine the right course of action, to ensure the smooth running of the office.
The incumbent must be proactive, anticipating possible challenges and working towards finding possible solutions. The incumbent must demonstrate analytical and organizational skills and the ability to adapt quickly. S/he should be able to independently carry tasks forward as well as coordinate with others to achieve goals. S/he should be a team player with excellent communication skills.
Required languages (expected Overall ability is at least B2 level): English
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Desired languagesFrench
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Operational context
Nature of Position:
The incumbent supports the Head of Donor Relations Service in the Division of External Relations in all administrative and secretarial support as well as tracking and following up on priority issues, particularly as they relate to meetings.
Using MS Teams chat mainly, maintain, monitor, arrange and re-arrange appointments for the Head of Service. Support the Head in arranging virtual meetings within UNHCR and/or governmental donors, such as Top Donors’ briefings or donors' delegations. Review all outgoing correspondence for the Head's signature by editing as appropriate to ensure correct spelling, grammar, formatting, style, protocol.
Act as DRRM focal point for official travel requests. Ensure the e-Mission Travel Request Form (eMTRF) is duly completed, and liaise directly with TVU colleagues, to ensure travel is the most cost-effective for the Service & complies with UNHCR travel policy.
Be responsible for maintaining records in the Leave & Absence module in Workday for all DRRM colleagues, by compiling & tracking absences as per UNHCR administrative procedures/instructions.
Provide necessary support for HR matters, draft administrative correspondence in final form (TA/TA extension requests, SAL extensions, FTA extensions) & review JD & Operational Contexts for DRRM vacancies. Assist with organising tests and setting up interviews.
Issue payments, CONS/CONTR Contracts, REQs/POs and closely monitor the expenditures of DRRM ABOD/OPS. Regularly run MSRP reports & plan forward DRRM activities & their impact, including to guide annual planning
Promote the use of SharePoint within DRRM and DER, by improving the information available on the DRRM Site and encourage DRRM colleagues to make documents available there.
Maintain accurate information on staff by issuing DSS NEW/MOD & ensure the User Management system and ICT system are up-to-date.
Have easily accessible email distribution groups for the service by having shared contact email groups and keep email distribution groups up-to-date. Maintain UNHCR Internal Distribution Lists of External Relations/Reporting/PI contacts as well as Representatives/field colleagues interested in receiving DRRM operational updates or other relevant information.
Compile & maintain an up-to date donors contact list (high-level & working-level) at Permanent Missions in Geneva and/or capitals and/or field locations for relevant and appropriate dissemination of any fundraising events or materials (donor briefings, Operational Updates, SB).
Assist with the setting-up, coordination & running of virtual, in-person or hybrid donor briefings, by attending preparatory meetings, sending the invitation & relevant information, facilitating the proceedings at the meetings (webex), preparing relevant background documentation & sharing the same after each briefing. Participate in the briefing to ensure smooth running of the event, and provide inputs to the chair on questions in the chat or requests to take the floor.
Provide clerical assistance with regard to Donor Relations events such as annual consultations with major donors, ExCom side meetings, Donor Missions, Pledging Conference. Respond to written enquiries from donors & relay the query to the relevant Donor Relations Officer within DRRM and/or relevant Bureaux/Desks colleagues outside DRRM.
Achieve in a timely & accurate manner the recording of contributions received for UNHCR Operations from specific UN donors and ensure the donor earmarking is respected by using the correct chartfield combination and liaising with programmes colleagues in field operations,
Another other tasks as required
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
CompetenciesAccountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Additional InformationCandidates might be required to sit for a test in relation to this Job Requisition.
Recruitment as UNHCR staff member is subject to proof of vaccination against Covid-19.
Functional clearanceThis position doesn't require a functional clearance
This vacancy is archived.