Back Administrative Associate

Hardship LevelH (no hardship)

Family TypeFamily

Family TypeFamily

Residential location (if applicable)

GradeGS6

Staff Member / Affiliate TypeGeneral Service

ReasonRegular > Regular Assignment

Remote work acceptedNo

Target Start Date2025-01-01

Deadline for ApplicationsDecember 16, 2024

Standard Job Description

Administrative Associate

Organizational Setting and Work Relationships

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.

The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or partners on subject matters which may be 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.
• Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in Cloud ERP and other systems.
  • Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
  • Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
  • Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
  • Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
  • Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
  • Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
  • Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
  • In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
  • Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
  • 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 G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

    Field(s) of Education

    Not applicable.

    Certificates and/or Licenses

    Business Administration, Finance, Office Management, Human Resources or other related fields.;

    (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

    UN-UN/UNHCR Administrative Rules, Regulations and Procedures

    FI-Application of Financial Rules, Regulations and Procedures

    SC-UNHCR Procurement Rules and Procedures

    BU-PeopleSoft EPM/Budget

    (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.

    
    Competency Requirements

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

    Core Competencies:

    Accountability

    Communication

    Organizational Awareness

    Teamwork & Collaboration

    Commitment to Continuous Learning

    Client & Result Orientation

    Managerial Competencies:

    Managing Resources

    Cross-Functional Competencies:

    Analytical Thinking

    Planning and Organizing

    Change Capability and Adaptability

    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 Team Player: Demonstrates strong collaboration skills and works effectively within a team environment to achieve common goals.
    Systems Fluency: Proficient in internal systems such as Workday (WD), Compass, and Cloud ERP and capable of navigating and utilizing these systems to support various administrative functions.
    Drafting Skills: Excellent written communication skills, and ability to draft clear, concise, and professional documents and correspondence.
    Procurement Expertise: Knowledgeable in procurement processes and procedures while ensuring compliance with organizational policies and standards.
    Budgeting and Planning: Experienced in budgeting and planning within the Compass system and able to manage financial resources effectively to support the service’s objectives.
    Human Resource Knowledge: Familiar with HR processes, including recruitment and onboarding of new staff and supports the DDS team in ensuring a smooth integration of new employees into the service.
    Organizational Talent: Highly organized with the ability to manage multiple tasks and priorities and demonstrating strong attention to detail and time management skills.
    Independent Worker: Capable of working independently with minimal supervision while taking initiative and demonstrating problem-solving abilities.

    Required languages (expected Overall ability is at least B2 level): English

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    Desired languagesFrench

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    ,

    Operational context

    Occupational Safety and Health Considerations:

    Geneva is renowned for its safety and the city boasts excellent healthcare facilities, ensuring that medical care is always accessible. Additionally, the work environment in Geneva is of good standard, with high occupational safety and health standards in place. More information can be found here: Travelers' Health | CDC

    Nature of Position:

    The position in part of the newly created Design and Development Service (DDS), which has replaced the Transformation and Change Service. The DDS is dedicated to supporting the effective delivery of UNHCR’s strategic objectives by refining the agency’s architecture and its organizational framework. This involves enhancing service delivery through optimized structures, staffing, policies, processes, and fostering a supportive organizational culture. The staff member appointed to this positions supports DDS in guiding Senior Management to: Ensure UNHCR's structure and systems are coherent, fit for purpose, and aligned with its organizational vision including Regionalization and Decentralization; Optimize service delivery, policies and processes for maximum efficiency and effectiveness; and Strengthen its internal change capacity and support operations, bureaux and HQ in creating a healthy organizational culture for delivery of its mandate.

    This position is based in Geneva, Switzerland in UNHCR’s global headquarters. The position of Admin. Associate will be reporting to the Head of Service while working closely with all other parts of the service.

    Living and Working Conditions:

    Geneva, Switzerland, is a city known for its exceptional safety and high quality of life, making it an attractive location for UNHCR staff. The security situation is stable, with low crime rates and a strong police presence ensuring a safe environment. Living conditions are excellent, with a wide range of housing options. As mentioned above, the city is well-equipped with top-tier healthcare facilities, providing comprehensive medical services.

    Geneva offers a diverse culinary scene, with numerous restaurants and markets catering to all tastes and dietary needs. The public transport system is efficient and reliable, making commuting easy and convenient. Communication infrastructure is robust, with high-speed internet and extensive mobile network coverage. Additionally, Geneva is home to numerous international schools and educational institutions, ensuring quality education for families. Overall, Geneva provides a secure, comfortable, and well-connected environment for both living and working.

    Additional Qualifications

    SkillsBU-PeopleSoft EPM/Budget, FI-Application of Financial Rules, Regulations and Procedures, IT-Computer Literacy, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

    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 resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

    UNHCR Salary Calculator

    https://icsc.un.org/Home/SalaryScales

    Compendium

    Additional InformationCandidates might be required to sit for a complementary written test.

    Functional clearanceThis position doesn't require a functional clearance