Hardship LevelE (most hardship)
Family TypeNon FamilyDanger Pay
Residential location (if applicable)
GradePR5
Staff Member / Affiliate TypeProfessional
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-11-07
Job Posting End DateNovember 28, 2023
Standard Job Description
Assistant Representative - Administration
Organizational Setting and Work Relationships
The Assistant Representative - Administration will function under direct supervision of the UNHCR Representative. The incumbent will advise and assist the Representative in the overall management of UNHCR's administrative activities and issues of concern within the country operation in an effective and efficient manner which supports the Organization's mandate. The incumbent will also have direct working relationship/arrangement with the Head of UNHCR offices within the country. S/he will also have a responsibility to monitor, coach, and guide and intervene with the staff in the country.
UNHCR is well integrated into the UN Resident Coordinator System.
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 Representative in the overall management of UNHCR's activities and issues of concern within the country of assignment to ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR.
- Monitors the day-to-day operation of the office, identify problems, and take appropriate action to overcome these through constructive changes.
- Ensure that the administrative budget and post requirements are finalised accurately and incorporated into the Country Operations Plan.
- Liaise, where applicable, with staff in other offices in the country of responsibility to ascertain that the quality of administrative support being provided is adequate.
- Maintain an up-to-date and detailed understanding of UNHCR administrative policies and procedures in order to provide accurate information.
- Manage personnel through regular performance appraisals, coaching, and assessments of staff training and development needs.
- Ensure that essential services for the general welfare of staff i.a. living and working conditions, health, education, recreation, etc. are in place. This includes the establishment of proper and efficient mechanisms to assist staff suffering from work-related pressure or post traumatic stress.
- Play an active role in the Security Management Team (SMT) in the relevant country and the inter-agency security and contingency planning process; ensure that appropriate security measures and evacuation plans are in place to protect UNHCR staff; and that security guidelines and procedures as outlined by the Designated Offcial and UNDSS are complied with.
- Act as Officer-in-Charge in the absence of the Representative.
- Enforce local compliance with UNHCR's workplace standards.
- In coordination with headquarters and the regional office enforce country-level compliance with UNHCR's financial rules.
- Enforce compliance with UNHCR's human resources policies (e.g. policies on gender, disabilities, diversity, ethics and HIV/AIDS).
- Allocate resources to meet minimum standards for staff working and living conditions
- Clear the submission of the country operations plan (admin budgets, staffing levels and structures).
- Represent UNHCR in UN and other operations management fora.
- Enforce compliance with UNHCR's global strategies, protocols and guidelines.
- Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree
Field(s) of Education
Business Administration; Economics; International Relations;
Political Science; International Law; or other relevant field.
Certificates and/or Licenses
HCR Protection Learning Prg;
HCR Management Lrng Prg;
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified.
Desirable
- Solid UNHCR experience from both the Field and Headquarters.
- UNHCR specific learning/ training activities (i.e Management Learning Programme, Protection Learning Programme).
Functional Skills
EX-Intergovernmental Organization/International Organization (United Nations or similar);
EX-Field experience with UNHCR and/or with other humanitarian organizations;
EX-HQs experience with UNHCR and/or with other humanitarian organizations;
*MG-5 years of managerial experience;
(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 should possess strong technical knowledge, with skills to use ERP could, Workday and COMPASS applications, experience in emergency administration and strong understanding and implementation of IPSAS are a plus. S/he should have advanced skills for planning and coordination of the work of the staff in administrative unit of the office. HR experience and knowledge will be an asset for supervising and backing up HR functions.
• A great sense of initiative and leadership as well as team building skills are required for this position. Proven record of inter-personal and communication skills including ability to foster team spirit is paramount to the nature of this culture and the staff of UNHCR Syria. The applicant for this position needs to demonstrate his/her ability to be creative in a very challenging situation of this operation and be result/action oriented. S/he should be able to work effectively with people from all backgrounds and be comfortable in working with a large workforce that demands respect and appreciates leadership.
• Political sensitivity, effective resource management skills, performance orientation, conflict resolution skills, proactiveness and maturity are crucial for effective management of the workforce and ensuring the best results in the operation. The position also requires active participation in the UN-OMT (Operations Management Team), inter-agency coordination skills and understanding of the political dynamics in which the UN operates in Syria are therefore desirable.
• The incumbent must have a proven record of relevant experience in the management of large-scale emergency operations, in addition to possessing sound technical knowledge and experience in Finance.
• Some knowledge of Arabic language would be an asset. Apart from excellent functional competencies in areas of general administration, the incumbent for this position would also be expected to possess proven managerial skills and competencies with an emphasis on leadership, planning, and emergency administration.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languagesArabic
,
,
Operational context
Occupational Safety and Health Considerations
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Nature of Position
Under direct supervision of the UNHCR Representative, the incumbent will advise and assist the Representative in the overall management of UNHCR 's administrative activities and issues of concern within the country operation in an effective and efficient manner which supports the Organization 's mandate.
The incumbent will have a direct supervision of the Administrative, Finance, Human Resources and ICT units hence experience in supervising the four units is highly desirable. S/he will have direct working relationship/arrangement with the Head of UNHCR offices within the country. S/he will also have a responsibility to monitor, coach, and guide and intervene with the staff in the country.
The incumbent of this position will provide support and guidance to the administrative, finance, HR and ICT staff in all the sub/ field offices of the Syria operation.
Living and Working Conditions
Syria operation is currently the biggest UNHCR operation and will continue to grow. It has two major areas of responsibilities: response to Iraq refugees and emergency assistance for IDPs. The major challenging factor of the operation is the unstable security situation all over the country that requires flexible administration and immediate support and assistance for all staff in the operation.
The incumbent of this position will be directly supervising Administrative, Finance, Human Resources, and ICT in Country Office Damascus. S/he will provide policy oversight and functional guidance to ensure consistent application of the relevant policies, rules, and regulations to these units in CO Damascus. S/he will provide guidance and technical support to admin, finance, HR and ICT staff throughout the Operation, including in the six field locations: Aleppo, Homs, Qamishli, Sweida, Deir Azour and Tartous.
The present security situation in Syria creates pressures at work and in daily life, as priorities are frequently upended for other urgent ad hoc tasks. The incumbent should be prepared to work under such conditions and be able to manage stressful situations. Damascus Syria is a non-family duty station with a six-week R&R cycle and the current R&R designated destination IS Amman Jordan. The security situation remains volatile throughout the Syrian operation. UN staff based in Damascus are all accommodated in the Four Seasons Hotel Damascus.
Additional Qualifications
Skills
EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): International Law, Bachelor of Arts (BA): International Relations, Bachelor of Arts (BA): Political Science
CertificationsHCR Management Learning Program - UNHCR, HCR Protection Learning Program - UNHCR
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: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: Stateless
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Political awareness, Stakeholder management, Strategic planning & visions, Teamwork & collaboration
UNHCR Salary Calculator
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Additional Information
Functional clearanceThis position requires Functional Clearance