ORGANIZATIONAL CONTEXT
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. He/she will also have a responsibility to monitor, coach, and guide and intervene with the staff in the country.
FUNCTIONAL STATEMENT
Accountability
- UNHCR premises for the country operation are managed in an efficient and cost effective manner.
- UNHCR has a workforce in the country that meets the current and future needs of the organization.
- UNHCR recruits, contracts and deploys staff and makes sufficient use of affiliate workforce in the country to meet its current and future operational needs and in a manner that promotes career development.
- UNHCR provides a healthy, safe and respectful working environment for its workforce in the country.
- UNHCR¿s system of financial management has integrity at the country-level.
Responsibility
- 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.
Authority
- 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.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED
- Graduate degree (equivalent of a Master's) in Business Administration, Economics, International Law, Political Science, International Relations or a related field plus minimum 11 years of previous work experience relevant to the function. Undergraduate degree (equivalent of a BA/BS) plus 12 years or Doctorate degree (equivalent of a PhD) plus 10 years of previous relevant work experience may also be accepted.
- Knowledge of English and UN working language of the duty station if not English.
DESIRABLE QUALIFICATIONS & COMPETENCIES
- Solid UNHCR experience from both the Field and Headquarters.
- UNHCR specific learning/ training activities (i.e Management Learning Programme, Protection Learning Programme).
- Knowledge of additional UN languages.