Only candidates who are not nationals of the country of assignment are eligible to apply to this position

B

Family

PR3

Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular Assignment

No

2024-03-01

February 14, 2024

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.

Extensive experience in Administration/Finance with supervisory role for ICT and HR.
Experience working in protracted and emergency situations within UNHCR or other UN agency both in IDPs and refugees context.
Experience in using new system such as Cloud ERP, COMPASS,etc and tools such as PowerBI for Financial reporting
Knowledge on Admin/Finance regulations, policies, procedures, etc of UNHCR
Knowledge of Security related issues and compliance as well as duty of care.

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Portuguese

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

The United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; statelessness; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo, where this position is located, and field offices in Nampula and Pemba. The working language in the UNHCR offices in Mozambique is English.
The Administrative Officer shall report to the Assistant Representative, Operations and will be responsible for the General Administration of the Admin, Finance and ICT Section in the Representation Office and give an oversight for the administrative, Finance and ICT responsibilities in the Field Office/Sub-Offices.

Living and Working Conditions:

According to the latest United Nations data, the current population of Mozambique is estimated at 34 million as of mid-2023. This is equivalent to 0.42% of the total world population. The population density in Mozambique is 43 people per square kilometer. The largest city and capital is Maputo, with a population of 1.2 million.

Mozambique is a large country in Southeast Africa, with an area of 801,590 sq km. It has a tropical climate, with two main seasons: a wet season from October to March, and a dry season from May to August. The wet season can bring heavy rains and cyclones, especially in the coastal areas. The dry season is generally sunny and pleasant, but sometimes cold air masses from South Africa can lower the temperature and average daily temperature ranging from 13 °C to 24 °C.

Maputo is a B, Family duty-station where the security level is considered low (2).
The security situation in the Southern area is relatively calm, the biggest concern being criminality in the main urban centers of Maputo, Matola, Xai-Xai and Inhambane cities.
Floods occur every two to three years, with higher levels of risk in the southern provinces. Seasonal rains (November to April) and the lack of drainage infrastructure to accommodate stormwater runoff often leads to flash floods.

Traffic accidents are common in Mozambique due to the poor condition of the roads and poor driving and vehicle standards.

The metical is the local currency and exchange rate stands at USD 1 equivalent to about 63.25 meticais (MZN) as per December 2023. There is a wide range of Banks and ATMs to meet financial needs. Credit/debit cards are accepted in most places.
The public healthcare system in Mozambique is basic and limited. Private clinics can be found in Maputo and other larger cities in Mozambique. Mozambique lies in a malaria zone, so the necessary precautions should be taken: Avoiding mosquito bites by using nets, candles and sprays is recommended.

Vaccinations for diphtheria, hepatitis A, tetanus and typhoid are recommended. Tap water in Mozambique is not safe to drink, so bottled or boiled water should be used instead. Communication and transport services are available at various costs. The housing market is healthy but quite expensive, with a wide selection of apartments and houses for rent. Apartments can be rented around 1300-1600 USD per month.

Maputo has several open food markets and several large supermarkets that sell food, clothing, and household goods at reasonable prices. There are cinemas, several bars and discotheques for entertainment. Maputo is only two to three hours’ drive away from Swaziland (Mbabane) and South Africa (Nelspruit).

Additional Qualifications

Skills

Bachelor 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

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

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

Compendium

Add. 3 to Bi-annual Compendium 2023 – Part B

Additional Information

This position requires Functional Clearance