Hardship LevelC
Family TypeFamily
Residential location (if applicable)
GradePR3
Staff Member / Affiliate TypeProfessional
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2023-11-30
Job Posting End DateDecember 21, 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 -Adaptability, technology to cope with recent introduction of Workday and for Cloud ERP
-Ability to oversee a significant HR related workload for MCO staff
-Mission availability to support other SO offices.
-Emergency experience an asset as the local context can change easily with possibility of significant additional PoC influx
-Finance/budget/Compass knowledge
Required languages (expected Overall ability is at least B2 level): French
,
,
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 Bertoua sub-office registers nearly 330,000 Central African refugees, located in the regions of East, Adamaoua and North of Cameroon where they are settled in developed sites or outside these in areas where the populations are already very vulnerable to food security, malnutrition, epidemics and where access to basic social services remains limited.
At the operational level, Admin faces a reduction of funding each year, which has a global significant impact on the quality of the operational response in favour of refugees.
The Admin Officer is part of the Senior Management of an office. He/she will be supervised directly by the Head of Sub Office. He/she will establish and maintain efficient administrative control mechanisms to ensure compliance with UN Financial, Administrative and Staff rules and procedures.
The incumbent must have good command of UNHCR resources management tools such us Workday, Compass, MSRP supply and financial module the new coming Cloud ERP software and be able to work in both French and English fluently given that the position is based in Francophone part of the country.
The incumbent is expected to conduct capacity building sessions in UNHCR new ERP tools.
The candidate will supervise Admin and Finance staff in UNHCR offices in Bertoua and technically supervise and support Admin and Finance staff in Batouri, Meiganga, Djohong and provide remote and physical support to the Antenna of Touboro after the decision of downgrading the office to antenna with minimum presence of UNHCR.
Bertoua is a duty station classified C and, as such, has no R&R cycle. The recreational and sport activities are limited with only one small public fitness arena and a football stadium. There is no supermarket but few stores where staff have to go regularly to make shopping for basic items. Life is generally affordable including food and accommodation. Electricity supply is not on standard parameters, regular power cut is observed in Bertoua and one has to rely on generator or solar energy. There is also recurrent shortage of water in the region. A decent standalone 3 bedrooms house will vary between USD600 and USD1,200. The climate in Bertoua is moderate: the average temperature varies from 23 º to 29 º over the year, the hit being 31 º between November and February. There are only few local banks operating in Bertoua, some of them with e-banking and ATM facilities.
Security:
Though Bertoua remains at level 1 security, the overall remains conducive for UNHCR staff and operations because of the volatile environment in the Central African Republic.
Schools
No international schools. Local schools are few and are overcrowded.
Health facilities (and Health risks): Bertoua which is an important center in the East region has only one public hospital which is not well equipped. There are cases where staff are referred to Hospitals in Yaounde city for appropriate treatment. In a country where there is no convention/agreements with some hospitals, health care for staff can be a serious issue.
Transportation facilities (i.e access to Health facilities for ex)
Some private businesses operate transport only between Bertoua and Yaounde and other major cities sin country making it difficult to staff and families to move around. Transport in these kinds of private cars not well maintained is strongly discouraged by DSS.
The city has no taxis and staff experience difficulties with family members getting sick in the middle of the night without hope in sight.
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
CertificationsAccounting - Other, Financial Management - Other, HCR Management Learning Program - UNHCR
Work ExperienceNumber of Persons of Concern Served, Workforce to Supervise, Working with Persons of Concern: Refugees, Working with Persons of Concern: Stateless
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