Administrative Officer

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration
  • Deadline:
    December 15, 2022

JOB DESCRIPTION

 

Standard Job Description

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. – 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 or Business Administration; Economics; or other relevant field. (Field(s) of Education marked with an asterisk* are essential) Certificates and/or Licenses n/a 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. 

Desired Candidate Profile

 

Required languages (expected Overall ability is at least B2 level):

French,

 

Desired languages

English,

 

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:

 

 

The Admin Officer (Finance) will work under the direct supervision of the Senior Admin Officer. The incumbent supervises the Administration staffs at CO Niamey and will ensure compliance of UNHCR administrative, financial and human resources rules and procedures at both CO and Field level. The position requires a person with managerial competences to work with a diverse team including National and International staff and AWF. The Incumbents majors roles are:

– Contribute to the provision of resources (human, material and services) necessary to support the daily activities of staff in the office.
– 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.
– Supervise the preparation of financial reports, monitoring and supervising expenditures with respect to approved budgets and work plans.
– Review and certify vouchers, including ABOD and project disbursements;
– The incumbent must have hands-on experience in the management of ABOD and administration.
– He/she is expected to assist in managing the UNHCR main office and other offices under the responsibility of Admin Unit.

The incumbent must have the following essential attributes:

– Should have excellent coordination skills and in-depth understanding of UNHCR Admin/Finance policies and technical HR knowledge;
– Should be familiar with MSRP, Compass applications, experience in emergency administration, and strong understanding and implementation of IPSAS are a plus;
– Should have emergency administration experience in complex emergency operations.

Living and Working Conditions:

 

Niamey is a family duty station with C classification. There are a number of supermarkets where local and foreign goods are available and expatriates frequent a number of restaurants offering Turkish, Lebanese, Chinese, French, Italian and other foods. Very limited educational services are available; French and American International Schools exist. The Medical Section in Geneva after assessing the medical facilities has recommended two clinics safely accessible by UNHCR staff and family members. However, it`s very poor. Most of travels within the country are undertaken regularly through UNHAS flights. Non accessible localities are reached by car. The accommodations with minimum standards are available in the field offices. There are several banks and ATM available in the capital but most of the time out of service.

There are 3 seasons in Niger: rainy (June-Sept), cool (Oct-Feb), and very hot (March-May). The communication by the mobile is acceptable. Housing conditions are becoming more difficult due to untimely power cuts, and the very high price of rent including advances of 3 to 4 months advance payment. The 2018 Finance law impacts the cost of most purchases

Security Considerations:
Security level is 3 in Niamey. Due to actual terrorist threat of kidnapping and armed attacks against convoy in south of Niamey Region, any mission should move under armed escorts between 7:00 to 18:00. Despite tension around its borders, with military operations taking place regularly, Niamey remains reasonably stable, due to criminality staff members are discouraged from walking in the streets, taking taxis, staying out late at night and visiting public places alone. Almost no red zone exists but in fact staffs should reside in a certain perimeter around the assembly or concentration point. Pertaining to civil unrest and disturbances, the situation can be volatile and unpredictable in Niamey.

In addition, the public unrest, materialized by meeting/ marches, regular sit-ins and roadblocks has become recurring. Personal security arrangements is highly recommended over the security measures set up. In Niamey, there is neither curfew nor state of emergency measures, but there are authorized travel times, weekly radio control and security advisories broadcasts.
Security Clearance is required and can be requested via TRIP at https://dss.un.org. Requests for clearance should be submitted 7 days prior travel.

 

Additional Qualifications

 

Skills

FI-Financial auditing 

Education

BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required) 

Certifications

Accounting – Other, Financial Management – Other 

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: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees, Working with Persons of Concern: StatelessCompetencies

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

UNHCR Salary Calculator

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

Compendium

Bi-annual Compendium 2022 Part B – November 2022 

 

 

 

 

Functional clearance

This position requires Functional Clearance