Operational Context:
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.
In relation to administrative issues and tasks the incumbent shall initiate correspondence to verify data, answer queries and obtain additional information on invoices and certain admin related payments, financial transactions, as required. Verify whether they are correct and correct in accordance with UNHCR rules and procedures. He/She should advise and assist staff members, experts and consultants on certain allowances, salary deductions, travel claims and other financial matters, calculate and authorize payments due for claims and services. He/she may prepare recurring reports as scheduled and special reports as required for admin related budget preparation, audits or other reasons. Select and enter data from a wide variety of documents, verifying accuracy by checking sources, making necessary calculations and assuring inclusion of all relevant data Maintain records and create efficient monitoring systems for the various tasks assigned
French and Portuguese language is desirable. Previous Administrative experience in a UN agency/Mission or NGO, or Embassies is essential.
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 experience with Bachelor’s degree or equivilant or Higher level Degree
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
As per the Operational context above.
Desirable
Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills:
*IT-Computer Literacy;
*MS-Drafting, Documentation, Data Presentation;
*UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
UN-UN/UNHCR Financial Rules and Regulations and Procedures;
SC-UNHCR Procurement Rules and Procedures;
IT-PeopleSoft EPM/Budget;
(Functional Skills marked with an asterisk* are essential)
Language Requirements:
Knowledge of English and/or UN working language of the duty station if not English.
Competency requirements:
Core Competencies:
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies:
Empowering and Building Trust
Managing Performance
Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing
Change Capability and Adaptability
Eligibility:
Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.1). If you have questions regarding your eligibility, you may also contact the HR Unit.
In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies.
Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.
Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy.
I. Currently employed locally recruited UNHCR staff members holding a Temporary Appointment;
II. Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females);
III. National United Nations Volunteers currently working for UNHCR;
IV. National UNOPS and individual contractors currently working for UNHCR;
V. Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member’s personal grade;
VI. Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;
VII. Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;
VIII. Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.
External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.
Remuneration:
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at:
How to apply
Submission of Applications:
? Interested internal candidates (Group 1 and Group 2) need apply through MSRP – Self-Service – Recruiting Activities – Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile.
? Interested external applicants need to apply online and complete the mandatory motivation letter. For technical issues with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. – Careers – Career opportunities – Other Opportunities – Vacancies – sort by Location or search by Job Opening number.
? Applications will be accepted only via the online portals. Please do not send application via email.
? Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
? The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the applica...
