Associate Administrative Officer (N)

BFamilyFamily NOBNational Professional Officer

Reason

Regular > Regular AssignmentNo2025-01-01November 28, 2024

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.

- 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 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.

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.

The Associate Administration Officer reports directly to the UNHCR’s Chief of Mission and will be responsible for ensuring the efficient running of an office with 80+ staff. The position will supervise administration, finance, human resources and information technology (IT) consisting of 11 staff members who are based at UNHCR Office in New Delhi and support its Field Office in Chennai. The Associate Administration Officer is responsible for delivering a wide range of administrative support alongside his/her team, assisting UNHCR staff and sections.
The Administrative Officer therefore needs to have a proven track record of office management, human resources and financial management skills. The incumbent should have proven experience and a versatile track record in the provision of oversight of all aspects of administration / logistics through planning, implementing, and monitoring the administrative activities as well as experience in working effectively with different entities (travel agents, building management, protocol services, customs, local suppliers). In addition, the incumbent should have demonstrated understanding of planning and reporting cycles, admin procurement processes, HR recruitment, personnel administration and other employee cycle processes, and can oversee IT functions. With the objective to safeguard and optimize the utilization of UNHCR’s monetary and physical resources, the incumbent will be responsible for the establishment of efficient and reliable mechanisms and processes to ensure compliance with UN financial regulations and UNHCR’s rules, policies and procedures including, and not limited to, accounts payable and accounting, and implementation of internal control mechanisms, including support to oversight and audit functions. The incumbent will also collaborate with Project Control on identification and management of risk and compliance. Knowledge of and working experience with ERP systems is an asset.

The Associate Administration Officer will be member of the Senior Management Team and represent UNHCR in the UN/OMT and relevant inter agency forums. The position supervises 11 staff including 2 drivers.
The candidate should possess excellent written and oral English language communication skills. Consensus teambuilding and cultural sensitivity is required. S/he should be a strong team player, excellent communicator, flexible and proactive to manage a range of issues, situations and challenges, promote collaboration and diversity in a multicultural environment while contributing to a positive work environment. Experience in liaising with governmental and / or diplomatic authorities as well as international institutions and partner organizations. Excellent judgement with proven ability to deal with complex interrelated issues and strong analytical and problem-solving skills. Demonstrated high level of integrity, objectivity, impartiality and fairness.

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: http://icsc.un.org.

No late applications will be accepted. Only short-listed candidates will be contacted, they will have to go through a functional assessment and be required to undergo a written test and an interview. The selected candidate will work from the UNHCR Office and partner offices in New Delhi, India. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing, or any other fees).

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity. We work with skilled professionals who are committed to put people first and make a real difference to people’s lives.

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

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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:

India currently hosts some 269,000 refugees and asylum seekers. These include some 91,000 Sri Lankan refugees and 73,400 Tibetans directly assisted by the Government of India. There are also 46,904 individuals registered under UNHCR’s mandate primarily from Afghanistan, Myanmar, and other countries. UNHCR works with the Government of India to offer protection and find solutions for registered refugees and asylum seekers. UNHCR’s main activities in India are focused on conducting registration and documentation, status determination, legal assistance, and the search for durable solutions for refugees. With refugees and asylum seekers spread across 13 different locations across the country, UNHCR relies on its 9 NGO partners for support. It funds activities that complement or facilitate access to essential services and assist the most vulnerable people with humanitarian assistance.  UNHCR also works with various partners and key stakeholders to advocate for greater inclusion of refugees and asylum seekers as part of the UN Sustainable Development Goals (UNSDG). UNHCR’s office is in New Delhi and has a Field Office in Chennai, Tamil Nadu State.

Living and Working Conditions:

 

Additional Qualifications

Skills

FI-General Financial Management, MG-Office Management, MG-Resource ManagementBachelor 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, 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

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

Compendium

Additional Information

This position requires Functional Clearance