Hardship LevelB
Family TypeFamily
Family TypeFamily
Residential location (if applicable)
GradeNOA
Staff Member / Affiliate TypeNational Professional Officer
ReasonRegular > Regular Assignment
Target Start Date2025-03-01
Deadline for ApplicationsFebruary 14, 2025
Standard Job Description
Assistant Administrative Officer
Organizational Setting and Work Relationships
The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities.
S/he will contribute to 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. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization's programmes.
Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.
The incumbent may directly supervise general service 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
- Monitor the day-to-day personnel and administrative operations of the office.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
- Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
- Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
- Contributes to the preparation of submissions of new or revised procedures and practices.
- Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
- Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
- 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
Education & Professional Work Experience
Years of Experience / Degree Level
For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree
Field(s) of Education
Public or Business Administration; Economics; or other relevant field.
Certificates and/or Licenses
Not specified.
Relevant Job Experience
Essential
Not specified.
Desirable
Good knowledge of UNHCR's administrative rules and procedures. 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
CO-Strategic Communication
CO-Drafting and Documentation
SC-UN/UNHCR Procurement Rules and Procedures
BU-PeopleSoft EPM/Budget
MG-Resource 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 ideal candidate should have at least 2 years of progressively responsible experience in administration, finance, logistics, or operations, preferably in a humanitarian, NGO, or UN context. Key qualifications include strong skills in budget management, procurement, contract administration, and logistics coordination. Familiarity with financial management processes and administrative tasks (e.g., staff records, payment processing, and documentation) is essential.
Experience in refugee and humanitarian operations, understanding UNHCR's operational procedures, and proficiency in ERP systems (e.g., PeopleSoft, SAP, VISION) and Microsoft Office Suite (especially Excel) is highly desirable. Basic knowledge of procurement systems and logistics management tools is a plus.
The candidate should have strong organizational, problem-solving, and communication skills, with the ability to prioritize tasks, manage deadlines, and work effectively in a multicultural team. Adaptability, attention to detail, and the ability to maintain confidentiality are also crucial for success in this role.
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
To view occupational safety and health considerations for this duty station, please visit : https://wwwnc.cdc.gov/travel
In the Republic of Congo, UNHCR is operated from three locations: Country Office in Brazzaville, Field Office in Betou, and Field Office Gamboma supporting the protection needs of refugees (protracted situation and L1 emergency). The L1 emergency has led to an increase of staff and affiliate staff in the operation.
The Assistant Administrative Officer will report to the Operations Officer, assumes administrative duties in ensuring the overall functioning of the UNHCR office in the Republic of Congo.
Ensure the proper processing of financial transactions, including managing budgets, ensuring financial procedures are adhered to, processing payments, and coordinating with the finance team.
This position requires coordination with all colleagues in the operation.
Brazzaville, the capital of the Republic of Congo, is a landlocked city situated on the northern shore of the Congo River, directly across from Kinshasa, the capital of the Democratic Republic of Congo. With a population of 2.5 million, it is the largest city in the country. Brazzaville houses all the key governmental institutions, ministries, UN agencies, universities, schools, and medical facilities, including hospitals and clinics. In contrast, Pointe-Noire, the country’s second-largest city, serves as the commercial and oil hub, located on the Atlantic coast and about six hours away by car.
Life in Brazzaville is the most expensive in Congo, with regular traffic congestion and roads of moderate quality. The city center enjoys good security due to a strong police presence, and it is recommended that international staff live within designated secure areas. The UNHCR country office is centrally located, close to the UN clinic, which serves UNHCR staff and their families. However, the healthcare system is underdeveloped compared to other major cities like Accra, Casablanca, Nairobi, Pretoria, and Tunis. Serious health conditions, including COVID-19, typically require medical evacuation. Malaria is widespread, so extra precautions are necessary.
Brazzaville experiences a sub-tropical climate, with two dry seasons and two rainy seasons annually.
Additional Qualifications
SkillsBU-PeopleSoft EPM/Budget, CO-Drafting and Documentation, CO-Strategic Communication, IT-Computer Literacy, MG-Resource Management, SC-UN/UNHCR Procurement Rules and Procedures, UN-UN/UNHCR Administrative Rules, Regulations and Procedures
EducationBachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Public Administration
Certifications
Work Experience
CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
The English version is considered original and authoritative, translation to other language(s) serve the purpose of advertisement of local positions where applicable but are not considered as official translations
Le candidat idéal doit avoir au moins 2 ans d'expérience progressive dans l'administration, la finance, la logistique ou les opérations, de préférence dans un contexte humanitaire, ONG ou ONU. Les qualifications clés incluent de solides compétences en gestion de budget, approvisionnement, administration des contrats et coordination logistique. La connaissance des processus de gestion financière et des tâches administratives (par exemple, gestion des dossiers du personnel, traitement des paiements et archivage de documents) est essentielle.
Une expérience dans les opérations de réfugiés et humanitaires, la compréhension des procédures opérationnelles du HCR, ainsi que la maîtrise des systèmes ERP (par exemple, PeopleSoft, SAP, VISION) et de la suite Microsoft Office (en particulier Excel) est fortement souhaitée. Une connaissance de base des systèmes d'approvisionnement et des outils de gestion logistique constitue un atout.
Le candidat doit posséder de solides compétences en organisation, résolution de problèmes et communication, avec la capacité de prioriser les tâches, de gérer les délais et de travailler efficacement au sein d'une équipe multiculturelle. L'adaptabilité, l'attention aux détails et la capacité à maintenir la confidentialité sont également cruciales pour réussir dans ce rôle.
Functional clearanceThis position requires Functional Clearance