Hardship LevelC
Family TypeFamily
Residential location (if applicable)
GradePR3
Staff Member / Affiliate TypeProfessional
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-01-01
Job Posting End DateNovember 28, 2023
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 candidate would be one with a strong experience in supporting emergency Field Operations in the contexts of scarce resources, and fast changing operating contexts requiring flexibility and adaptation to changes.
• 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.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
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.
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
EducationBachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Public Administration
Certifications
Work Experience
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