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Organization: Office of the United Nations High Commissioner for Refugees (UNHCR)
Country: Zambia
City: Lusaka
Office: UNHCR in Lusaka, Zambia
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Closing date: Thursday, 16 February 2023
Hardship Level: B
Family Type: Family
Residential location (if applicable): Grade: PR2
Staff Member / Affiliate Type: Professional
Reason: Regular > Regular Assignment
Remote work accepted: No
Target Start Date: 2023-01-27-08:00
Job Posting End Date: February 16, 2023
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 inancial 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: \u2022\tPrevious experience with UNHCR \u2022\tPrevious experience with general administration including due diligence in asset and fleet management under ABOD, Protocol management with government counterparts, rigorous Financial management and solid accountability, ICT coordination. Ideally the candidate should have: \u2022\tGood interpersonal and people management skills, should be firm and principled, should uphold highest ethical standards, should possess coordination skills and ability to manage administrative demands and needs swiftly in supporting the Country Office in Lusaka as well as providing remote guidance to field offices. \u2022\tFamiliarity with internal regulatory framework and OIOS audit processes and procedures. \u2022\tPrior deep field experience especially in hardship locations. \u2022\tGood report writing and effective communication skills.
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: As November 2022, the country hosts 93,493 persons that require UNHCR continuous attention including 66,257 Refugees, 3,348 Asylum seekers and 3,888 Former refugees (Angolan & Rwandan). The caseload is a combination of protracted refugee situation compounded by periodic arrivals from neighbouring DRC.UNHCR have a Country Office in Lusaka the capital of Zambia with two field offices in Solwezi and Kawambwa, as well as a field Unit in Kaoma; the Associate Admin Officer will report to the Deputy Representative and supervises Administration, Finance, and ICT functions across the operation. Ideally the candidate should have, extensive knowledge of UNHCR MSRP and COMPASS, Financial rules and regulation and TnE module. S/he should have good knowledge of UNHCR administrative and procurement, procedures, and processes and ability to adapt and embrace changes in a dynamic work environment in the context of Business Transformation Programmes (BTP \u2013 including Workday, Cloud ERP, etc.). Furthermore, extensive experience in finance rules and procedures with good knowledge of, and experience in working with, international accounting and auditing standards, with practical experience in the audit process and/or in financial statements preparation.
The candidate should have the ability to work with people with diverse backgrounds and provide skills development/coaching to National Staff working in Finance, Administration, and other units. S/he should have ability to make prompt budgetary needs assessment and reallocate resources as appropriate and capacity to manage competing priorities within limited timeframe, having good networking skills and ability to strengthen and develop relationship with the key counterparts and stake holders needed for effective support to implementation of UNHCR’s activities through Inter Agency Coordination either at the OMT, BOS platform and other UN Common Share initiatives is essential.
S/he should the capability to analyse resource allocation needs and organize its prompt deployment in line with the rules, objectives and changing priorities. Experience in staff development and learning activities being able to timely address country-wide learning issues.
Living and Working Conditions:: Lusaka is the capital city of the Republic of Zambia, a country heading towards middle-income country status. Zambia is an English-speaking country while majority of POCs (DRC & Rwanda) are French speakers. Shops are well stocked, and all basic commodities can be found, Lusaka has various supermarkets and malls around town. Imported goods tend to be available but more expensive. Health facilities, international schools, banking services are available in Lusaka. Finding accommodation meeting UN SRM standard is possible, either in stand- alone house, apartment, or town house in housing complexes. Domestic flights are costly but available. The local airline, Pro-flight and Mahogany operates flights to larger towns in the country. Zambia is a vast country and road travel can take days, given the distances and at times the road conditions. Zambia is peaceful with minimal security threats. There have been no restrictions on travel within Zambia. There have been no curfews or restricted movements within Lusaka or elsewhere. There have been no reported cases of serious incidents involving UNHCR staff members in the past. No incidents affecting UN staff members have been reported so far. Like in other duty stations, staff members are advised not to be complacent and be vigilant. International staff members are expected to have security guards from a recognized / recommended security company at their residences. Due to the COVID 19 pandemic, entry screening will be conducted at all airports and all travelers entering the airport are subjected to temperature and symptom screening. All travelers coming into the country through the international airports are required to provide a negative SARS CoV-2 PCR test result. The test should have been conducted within the previous 14 days. Travelers not meeting this requirement are not allowed entry into the country. All UNHCR staff are expected to be fully vaccinated.
Additional Qualifications: Skills
Education
BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)
Certifications
Work Experience
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: Add.2 to Bi-annual Compendium 2022 – Part B
Functional clearance: This position requires Functional Clearance
website: https://unhcr.wd3.myworkdayjobs.com/en-US/External/details/Associate-Admin-Officer_JR2311590
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