Assistant Administrative Officer

E (most hardship)

Non Family

Non FamilyDanger Pay

NOA

National Professional Officer

Reason

Regular > Regular Assignment

No

2024-04-01

January 21, 2024

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.

The incumbent should have extensive administrative experience preferably with UN/UNHCR, demonstrates understanding of the fundamentals of administration and finance. S/he is expected to be highly flexible and able to cope with multiple requests. In addition, the incumbent should possess finance skills to be able supporting Admin Officer with preparing/monitoring the administrative budget, assessment of budgetary needs and auditing finance processes. The incumbent should have general understanding of accrual accounting (such as IPSAS or IFRS) as well as working experience with PeopleSoft/Oracle Financial modules. Good grasp of Procure-to-Pay process including experience in working with requisitions, purchase orders and vendor database in finance system would complement the essential skills.
Due to the nature of work, s/he must have proven cultural flexibility, professionalism, integrity, confidentiality, and respect for diversity. S/he must have analytical thinking, excellent planning and organizational skills, excellent communication and interpersonal skills, be a quick learner, provide high quality work within deadlines as well as excellent drafting skills.
Essential:
– Excellent English skills (both written and verbal are essential).
– Internal knowledge of UNHCR/UN Admin/Finance processes and policies.
– Experience in managing office administration.
– Experience in managing finance.
Desirable:
– Experience using digital Admin/Finance tools: oracle, workday, etc.
– Experience in personnel administration.

The shortlisted candidates will be required to sit for an eliminatory written test, only candidates who pass the written test will be invited to oral interview. The scores of the written test and interview will be combined to arrive at the final scores. weight 40% written test and 60% Interview.

When completing the application, candidates are required to list all their language skills – including their mother tongue. The three broad levels are A1/A2 (“Basic User”), B1/B2 (“Independent User”), and C1/C2 (“Proficient User”).

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

UNHCR Sub-Office Homs covers Homs and Hama governorates, as well as partially southern Idleb, and delivers protection assistance and services through community-based protection activities aimed to enhance prevention of and response to protection risks and identify appropriate entry points for supporting community-based mechanisms. Through community centers run by local NGO partners, UNHCR provides a range of integrated protection services, including legal aid, support for civil documentation and HLP issues, PSS, education, child protection services, GBV prevention and response, primary health care, etc. Furthermore, areas of operational focus for SO Homs remain provision of CRIs, shelter assistance, and livelihoods.

In order to deliver these services, UNHCR has presence in Homs with 38 staff. The Assistant Admin Officer is part of the Administration team in the Sub-Office Homs. Reporting to Admin Officer of Homs SO, the Assistant Admin Officer will be closely collaborating with all members of admin team in Homs as well as Admin/Finance team in Damascus CO. S/he should be able to work independently on projects and assignments with an oversight from the supervisor. The incumbent is expected to supervise staff and support the Admin Officer to oversee the admin/finance unit, including in the absence of Admin Officer. The operational context remains complex and challenging hence the administrative support should demonstrate maturity, sensitiveness and discretion while exhibiting admin/finance function.

The incumbent must have a good understanding of the local regulatory environment and requirements to ensure compliance; provide direct or remote admin support to teams and individuals who may be co-located or working from different geographical locations both within and outside of duty station. In addition, the Assistant Admin Officer is expected to work within the local Admin working group in conjunction with other UN agencies; liaise with local regulatory authorities as required with regard to UNHCR related administrative issues.

The present situation in Syria is unstable and uncertain. This creates on-going pressures at work and in daily life as priorities are frequently upended for other urgent ad hoc tasks. In addition, the security situation in Homs, Syria remains volatile. The incumbent should be prepared to work under such conditions and be able to manage stressful situations.

Living and Working Conditions:

 

Additional Qualifications

Skills

BU-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

Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Public Administration

Certifications

Competencies

Accountability, 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

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

Compendium

Additional Information

All candidates are subject to functional clearance before they can be invited for the interview.

This position requires Functional Clearance