Hardship LevelA (least hardship)
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeGS7
Staff Member / Affiliate TypeGeneral Service
ReasonRegular > Regular Assignment
Target Start Date2023-06-01
Job Posting End DateMay 23, 2023
Standard Job DescriptionSenior Administrative Associate Organizational Setting and Work Relationships The Senior Administrative Associate is responsible for assisting the concerned manager in the implementation of general administrative and resource management tasks. The incumbent will work quite independently on regular assignments 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 and conformity to policy and procedures. S/he is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer. The incumbent may directly supervises some support staff. Contacts on administrative related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services/partners/national authorities on routine subject matters as well as on matters 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. - Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided in general and specialized areas. - Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assigns General Service staff to meet work requirements. - Reviews and evaluates work of subordinates directly or through lower-level supervisors. - In addition to general administration responsibilities, may also supervise, directly and indirectly, activities concerned with office and grounds maintenance, security, transport and similar services. - Briefs international personnel on general administrative matters, provides advice and ensures administrative support as required. - Advises and assists senior staff in the area of office management. - Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow-up action. - Prepares correspondence, special reports, evaluations and justifications as required on general administrative or specialized tasks that may be of a confidential nature within the assigned area of responsibility. - Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For G7 - 4 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 (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related field (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 BU-PeopleSoft EPM/Budget *CO-Drafting and Documentation *UN-UN/UNHCR Administrative Rules, Regulations and Procedures 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 The Senior Administrative Associate sits within the Private Sector Partnerships Office in Brazil to support the achievement of PSP overall objectives. The main purpose of the Senior Administrative Associate role is to ensure Human Resources, financial & budgetary, procurement and other operations are correctly addressed at PSP Brazil, as well as information is available for regular reporting schedules or under request.
Reporting to PSP Officer in Sao Paulo and in close coordination with the UNHCR Branch Office colleagues and heads of units at PSP Brazil, the Senior Administrative Associate will manage administrative activities related to Annual Planning and Quarterly Reporting, financial cycle and payments, budget monitoring, income reporting & attribution. It will also provide oversight to administrative processes related to PSP Brazil staff including recruitment, terminations, performance monitoring and capacity building. The incumbent will also be responsible to manage premises, in close collaboration with UN Global Compact and UNHCR Field Office Sao Paulo.
Ensuring PSP Brazil complies with UNHCR policies and administrative instructions, this position will provide guidance and support across PSP units to find solutions that address administrative issues while contributing to optimize these processes and overall efficiency. Working with the PSP team and the Branch Office (BO), this individual will play a key role to support PSP growth and development in line with our long-term ambition.
Because of PSP’s fundraising nature, the ideal candidate must have previously worked in supporting units of Fundraising operations, have knowledge of attribution of donations, different income sources, main fundraising operations and main KPIs involved. It is also important to have knowledge of Brazilian Banking System and regulations.
Essential Minimum Qualifications and Experience:
- Undergraduate degree (equivalent of a BA/BS) in Business, Administration, HR, Finance and other related field plus relevant working experience as an Operations or Finance & Admin manager. Graduate degree (equivalent of a Master’s) or Doctorate degree (equivalent of a PhD) may also be accepted.
- Knowledge of UN-UN/UNHCR Administrative Rules, Regulations and Procedures; UN-UN/UNHCR Financial Rules and Regulations and Procedures; SC-UNHCR Procurement Rules and Procedures
- Advanced excel
- Knowledge of Budgeting management and accounting
- Current market knowledge of Banking system in Brazil.
- Very good knowledge of local regulations and local institutions.
- Fluency in Portuguese and English.
Desirable Qualifications & Competencies:
- Strong interpersonal, motivational, and conflict-resolution skills while demonstrating knowledge, understanding appreciation of diversity and social inclusion.
- Capacity to work autonomously with a solution-oriented approach.
- Experience managing budget, processing data and producing accurate reports.
- Advanced ability to plan, implement and control activities within deadline/resource parameters.
- Strong organization, management skills, and ability to adapt to change.
- Project management experience and exceptional ability to prioritize multiple demands in a fast-paced environment.
- High attention to detail.
- Experience working in a non-profit environment.
Eligibility:
Candidates must meet the essential minimum requirements of the position and be Brazilian nationals.
Required languages (expected Overall ability is at least B2 level): Portuguese
,English
Desired languages
,
Operational context
Additional Qualifications
Skills
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 performance, Organizational awareness, Planning & organizing, Teamwork & collaboration
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Additional Information
Functional clearanceThis position doesn't require a functional clearance