Hardship LevelD
Family TypeNon Family with Residential Location
Residential location (if applicable)
Addis Ababa,Eth Fed Dem Rep
GradePR3
Staff Member / Affiliate TypeProfessional
ReasonRegular > Regular Assignment
Remote work acceptedNo
Target Start Date2024-01-24
Job Posting End DateFebruary 14, 2024
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 - The candidate should have previous working experience in an emergency/complex context, especially new emerging refugee situations, as well as experience in remote management/monitoring
- Demonstrated knowledge of UNHCR’s corporate financial management rules, policies and regulations, and sound knowledge of administrative procedures.
- Proven experience in leading and managing large and diverse teams dispersed in several field stations, as well as experience in remote management/monitoring
- Good knowledge of UNHCR corporate policies, procedures and processes on key Admin-related areas: HR, ICT, fleet management, staff accommodation, etc.
- Knowledge of the banking systems and financial delivery mechanisms in developing countries like Ethiopia will be an advantage
- Excellent hands-on knowledge and expertise on latest UNHCR corporate financial, HR and Admin software systems (WorkDay, ERP Cloud, etc.)
- Excellent drafting skills and fluency in the English language
- Working knowledge of Somali and/or Amharic language may be an asset.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
The Administrative Officer assists the Head of Sub-Office in the overall management of UNHCR’s finance, human resources and administration support activities in the area of operation. The incumbent will support and conduct analysis and assessment of risks associated with financial and administrative management, policy compliance, operational practices, mitigation measures, and gaps and make technical recommendations or decisions in line with the principles of the Framework, of UN/UNHCR’s financial rules, policies and regulations and operational context. The incumbent will specifically facilitate UNHCR’s delivery of financial and administrative management at the Sub-Office in Jijiga, in Field Office Bokh and 4 other Field Units where staff stay to deliver essential protection and assistance to refugees and IDPs. Key focus areas will include enabling staff welfare across the six locations, asset and property management in all locations, effective management of UNHCR fleet of vehicles, and enhancing financial management principles, including creatively enabling financial transactions in remote areas like Bokh.
The incumbent will work with and facilitate key sector leads in both Jijiga and Bokh and relate regularly with the Admin, HR and Finance Teams in Addis Ababa in the facilitation of the refugee and IDP response plans and strategies in the area of operation to ensure effective delivery of planned results across sectors. The incumbent directly supervises a diverse team of several colleagues in the Admin, Finance, HR, transport and ICT functions that includes 1 international staff (P2) and 6 local staff (GL5-GL7), including providing technical support to Admin/Finance technical support to staff with related functions at Field Office Bokh.
The incumbent will work closely to build and maintain close and progressive ties with the Regional Government and local service providers in facilitating the advancement of UNHCR protection and assistance programmes in the area of operation of the Sub-Office. She/he will support the Head of Sub-Office in the coordination of effective management of UNHCR staff and assets in the 6 office locations, ABOD utilization and financial reporting as required.
Jijiga is the capital city of the Somali Regional State of Ethiopia, with a population of about 500,000. It is situated at an elevation of 1,646 meters above sea level. It is located about 630 kms East of the Capital City, Addis Ababa and about 80 kilometres away from the border with Somaliland.
Jijiga is a category D and non-family duty station, with relatively stable security environment and with minimal reported crimes within the city. However, given the Somali region’s proximity to the border with Somalia, there are occasionally infiltration of wrong elements that require a sense of vigilance and alertness; UNDSS provides security advisories regularly to all staff in Jijiga and the surrounding locations to which adherence is expected. All UNHCR international staff in Jijiga are accommodated in the UNHCR Staff Compound (Guest House) in line with the policy on UNHCR-provided accommodation in the field. In addition, a number of staff of the Sub-Office reside at Field Office Bokh and 4 other Field Units (AwBarre, Sheder, Kebribeyah and Dire Dawa) close to the people we serve. Security briefing is mandatory upon arrival at the staff compounds. All travel itineraries should report to the UNDSS radio room before departure and continue reporting their position every 60 minutes, until back to the compound. Official working hours are Monday through Thursday: 08:00 – 12:00 and 13:00 – 17:00 hours; while on Fridays 08:00 – 13:30 hours.
Private and public hospitals and higher clinics are available in Jijiga. However, the medical facilities in the area are insufficient to treat complicated medical cases. The United Nations Health Care Centre (UNHCC) in Addis Ababa provides 24/7 health care services for eligible UN staff and their dependents in different specialized Medical Units. Jijiga city also has many markets, restaurants and shops, including small supermarkets, from where food and other household items can be purchased. Ethiopian Commercial Bank and many other private banks have established branches in Jijiga where financial services, including ATM machines, can easily be accessed.
Transportation in and out of Jijiga is usually done via Ethiopian Airline flights directly to Addis Ababa on an average of 5 to 7 flights per day, although road transport can also be used through buses that ply the Jijiga-Addis or Jijiga-Harar-Dire Dawa routes. However, road travel to Addis Ababa may not be encouraged as it takes a full day compared to the 1-hour flight. Official travel is arranged by the office through a recommended agent.
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
Certifications
Work Experience
CompetenciesAccountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration
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Additional Information
Functional clearanceThis position requires Functional Clearance