Job Description
Standard Job Description
Associate Administrative Officer Organizational Setting and Work Relationships The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he 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. 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. 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 directly supervises 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 – 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. – Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. – Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff. – Coordinate training and capacity-building activities to staff in administrative related areas. – Assist with the preparation of staffing and administrative budget requirements for the office. – Assist in the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. – Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets. – Monitor the quality and timeliness of goods and services delivered to the office. – Manage contracts and relations with suppliers. – 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. – Perform other related duties as required. Minimum Qualifications Education & Professional Work Experience Years of Experience / Degree Level For P2/NOB – 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree Field(s) of Education Public or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses Not specified. Relevant Job Experience Essential Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications. Desirable Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCR¿s administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules. Functional Skills MG-Resource Management FI-General Financial 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 incumbent should have proven competencies and experience in
- at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications.
- at least one year in an intergovernmental organization (United Nations or similar).
- The incumbent should have good knowledge of UNHCR’s administrative rules and procedures.
- Working experience with PeopleSoft/Oracle Financial and/or HR modules.
- He/she should have strong interpersonal, negotiation, as well as communication skills.
- The incumbent should have extensive experience working in fast evolving context with limited resources within a vast area of coverage. He/She is expected to conduct field missions and visit staff often deployed in remote locations to enhance well-being, staff welfare, and provide moral support.
- He/She will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial, and human resources rules and procedures.
- The incumbent should have experience working with different stakeholders which would include government, partner counterparts and local suppliers.
- Strong skills in logistics and fleet and fuel management would be an asset.
Required languages (expected Overall ability is at least B2 level):
,
Desired languages
,
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station, please visit this link:
https://wwwnc.cdc.gov/travel
Nature of Position:
On 4 November 2020, military confrontations between federal and regional forces in Ethiopia’s Tigray region, which borders both Sudan and Eritrea, led the Government to declare a State of Emergency. Since then, and despite the announcement of an official end to the law enforcement operation in late November, large areas of Ethiopia’s Tigray regions are still affected by armed clashes and insecurity, leading to further forced displacement
of the population ‘ particularly in Western Tigray, while over 50,000 refugees have fled to Sudan.
Tigray, which had a pre-conflict population of some six million people, has experienced long term dire conditions since the onset of the crisis, including for some 80,000 Eritrean refugees, most of whom are now in two camps after two other camps, Hitsats and Shimelba were looted and destroyed during the conflict, scattering refugees across the Tigray region and beyond. Consequently, a new settlement is being constructed near Debark.
The updated UN Humanitarian Response Plan for Northern Ethiopia estimates that 2.3 million people might be affected by the conflict within Tigray region and across regional borders into Amhara and Afar.
The consequences of the unfolding situation on humanitarian operations in Tigray remain fluid. The breakdown of essential services such as the blackout of electricity, telecommunications, and internet throughout Tigray region will only exacerbate the already dire humanitarian situation.
Reported shortages of cash and fuel in the region can compromise the duty of care of aid workers on the ground.
The incumbent of the position will report directly to the Head of Field Office.
Living and Working Conditions:
The incumbent will be based in Gondar Office. Gondar, also spelled as Gonder, is a city and woreda in Ethiopia. Located in the North Gondar Zone of the Amhara Region, Gondar is north of Lake Tana on the Lesser Angereb River and southwest of the Simien Mountains. As of 2016, Gondar has a population of 299,969.
Gondar previously served as the capital of both the Ethiopian Empire and the subsequent Begemder Province. The city holds the remains of several royal castles, including those in the Fasil Ghebbi UNESCO World Heritage Site for which Gondar has been called the “Camelot of Africa”.
Staff members should be prepared to operate under challenging conditions with extremely limited resources. The office deals primarily with several local camp environments with inherent risks to staff safety and health. Regardless of information campaigns, there are realistically few, or no
COVID-19 protocols adhered to in the communities. Staff are required to wear masks but will often work and live within large groups of people who do not.
There is a referral medical hospital in Gondar but with limited equipment. Staff with medical conditions should come with at least 3 months of prescribed medication.
The town has a central market where most of the common items can be found.
Also, there are government schools but focused mainly on the National Educational Curriculum.
Staff reside in commercial accommodation, mainly hotels. The town generally lacks apartments for rent save for the new city where it is mainly characterized of upcoming duplex buildings largely meant for family homes. There is running water as well as national power in the city whereby both services are not reliable. The office relies on WiFi for internet connectivity. Staff need to be aware therefore that internet may not be accessible after working hours.
Although there are functioning banks in Gondar, transacting in dollars is not possible. Staff are also advised to always have a cash reserve on them. It is recommended that first time travellers to the duty station dispense sufficient funds from the ATMs in Addis Ababa, the capital city of Ethiopia. Ethiopian regulations do not permit the transportation of more than $ 3,000 or its equivalent into the country.
The security situation is fluid and staff members should always get the latest travel advice and support prior to travel to Gondar.
Skills
Additional Qualifications
Education
BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)
Certifications
Work Experience
Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees
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, Political awareness, Teamwork & collaboration
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
March 2023 Compendium – Part B
Additional Information
Functional clearance
This position requires Functional Clearance