Hardship LevelB
Family TypeFamily
Residential location (if applicable)
GradePR3
Staff Member / Affiliate TypeProfessional
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-06-24
Job Posting End DateJuly 13, 2023
Standard Job DescriptionAdministrative 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. - 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 or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses n/a 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 'S/he must have a thorough knowledge of CBI Financial aspect and a strong knowledge of UNHCR admin, finance, and planning systems (MSRP, COMPASS). In view of the BTP and the migration to Cloud ERP, the incumbent must demonstrate ability to effectively lead the team and manage the resources with excellent organizational and planning skills as well as high self-learning capacity and ability to support training and monitor accomplishment of the migrations project stages.
Required languages (expected Overall ability is at least B2 level): Spanish
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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
UNHCR Honduras Operation is structured with a Country Office in Tegucigalpa, one Field Office in San Pedro Sula and three Field Units, with 106 colleagues. It operates in a context of multidimensional risks associated with internal displacement while increasing northbound mixed movements. The Country recently adopted a comprehensive legal framework for the prevention, care and attention to internal displacement and international protection. UNHCR Honduras has a great focus on engagement with local communities, grassroot organizations and authorities to address the root causes of forced displacement. For the most vulnerable cases that cannot achieve a durable solution in Honduras, UNHCR will continue to provide alternative pathways such as participating in the Protection Transfer Agreement (PTA) program and resettlement options. This implies a broad and permanent presence in the field, with access to high-risk areas, with the development of community activities that require permanent support through UNHCR staff (missions), assets (vehicles) and activities implemented directly by the organization.
Under the supervision of the Representative, the Administrative Officer acts as an adviser to the Management on all aspects of administrative and finance issues. The Administrative Officer is responsible for the implementation of general administrative, finance, ICT and resource management tasks in the Country. The incumbent works in close collaboration with programme delivery and protection to identify work priorities and appropriate approaches as per operational strategy in Honduras. The Administrative Officer will work closely with the Field Office, the Field Units, and different units in the CO to provide guidance to admin/finance rules and policy and ensure the required Admin/Finance/ICT support is provided on timely manner.
The incumbent must have demonstrated ability to effectively lead and manage operations in a changing environment. The incumbent will maintain frequent external contacts with counterparts in other organizations, bank, suppliers, and other external parties as needed. Experience in collaborative/inter-agency platforms (BOS, UNIFIER, etc.) is highly desired. The incumbent may be part of the OMT at the country and will participate in internal multi-functional teams.
Family duty station B
Limited access to infrastructure (health, housing, banking, transportation, telecommunications) and limited access to leisure and recreational facilities due to security restrictions. Due to the Covid-19 pandemic, limitations in many aspects of daily life for staff (leisure, cultural activities, attractions) have increased and the levels of insecurity, as well as basic development indicators (poverty, food security, etc.) have worsened. The possibility of walking in the main cities is non-existent due to lack of security (assault, robbery) and lack of sidewalks or sidewalks in poor conditions, lack of lighting.
There is no lack of private schools, although the number of bilingual or bicultural schools is not so high.
Security: high level of violent crime, including murder, robbery and threats of kidnapping, a growing number of femicides, lack of safe and reliable public transportation and of safe public spaces for socializing and deficiency off health services. It is strongly advised to exercise extreme caution and maintain a high level of personal security awareness.
Due to the number of robberies and armed assaults suffered by UN staff and some visitors, it is discouraged to walk alone at all times in Tegucigalpa, San Pedro Sula and La Ceiba, personal or official movements should be done in a vehicle.
Additional Qualifications
SkillsFI-Financial Accounting - Modified cash-based accounting as per international standards, FI-Financial Accrual Accounting under internationally accepted standards (IFRS,IPSAS,etc), SC-Asset Management
EducationBachelor of Arts (BA): Accounting (Required), Bachelor of Arts (BA): Business Administration (Required), Bachelor of Arts (BA): Economics (Required), Bachelor of Arts (BA): Finance (Required), Bachelor of Arts (BA): Public Administration (Required)
Certifications
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: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearanceThis position requires Functional Clearance