JOB DESCRIPTION

H (no hardship)

Family

Family

PR2

Professional

Reason

Regular > Regular Assignment

2025-10-01

August 8, 2025

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 Division of People Management (DPM).

– 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.

• Proven experience in Human Resources
• Significant demonstrated experience using Workday
• Demonstrated experience in using the Cloud ERP/Oracle especially the Procurement module (create requisitions, purchase and manage orders, create receipts etc…)
• Demonstrated experience in managing Affiliate Workforce in all its components from advertisement and recruitment to payments through Workday and Oracle is essential for this position
• Previous experience in Headquarters

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel.

Nature of Position:

The Management Advisory Team within the Office of the Controller and Director of the Division of Resource Management (DRM) plays a pivotal role in supporting the Division’s strategic and operational functions. As the retained Resource Management Unit (RMU) capacity, the team provides high-level management advisory services to the Division Director and delivers tailored administrative support. Its core mandate is to ensure that the Division’s strategic planning and resource management processes are robust, forward-looking, and aligned with organizational priorities.

The team leads the preparation of the division’s programme budget, encompassing staff, administrative, and operational components. It is responsible for identifying both financial and human resource requirements, guiding the allocation of available resources, and ensuring that activities are prioritized and implemented with maximum efficiency and effectiveness. In addition to its internal planning and coordination functions, the team serves as a key advisory body to senior management, offering authoritative guidance on financial management, budgeting, human resources, procurement, compliance, and general administration. It also manages strategic relationships with internal counterparts such as Human Resources, Procurement, Information Technology, and Donor Relations, ensuring coherence and alignment across administrative functions.

In addition to the requirements described in the Job Description, the Associate Administrative Officer – Human Resources is expected to be highly involved in all HR related matters for the Division. Within this framework, the Associate Administrative Officer – Human Resources, reporting to the Senior Finance Officer who leads the team, plays a pivotal role in workforce planning and administrative oversight. The incumbent is tasked with analysing the division’s human resource needs in relation to its strategic objectives and available resources. This includes advising senior management on workforce structure and contract modalities and full management of including Affiliate Workforce. Acting as an outposted Associate HR Officer within the Division, the Associate Administrative Officer – Human Resources operates to ensure that HR decisions are timely, compliant, and strategically sound.

In addition to workforce planning, the Associate Administrative Officer – Human Resources is responsible for administering the existing workforce and overseeing associated contract management processes. The position is the primary day-to-day link between DRM’s senior management and workforce, including Affiliate, and the Division of People Management and plays an active role in all HR related matters within the Division.

The role requires a strong understanding of UN Financial, Administrative, and Staff Regulations, Rules, and Procedures, as the incumbent is expected to implement and maintain effective administrative and resource control mechanisms as well as to advise DRM senior management.

Through this multifaceted role, the Associate Administrative Officer – Human Resources contributes significantly to the overall effectiveness of the Division of Resource Management, ensuring that its human and financial resources are aligned with its strategic goals and that its administrative practices uphold the highest standards of integrity and efficiency.

Living and Working Conditions:

 

Additional Qualifications

Skills

Bachelor of Arts: Accounting, Bachelor of Arts: Business Administration, Bachelor of Arts: Economics, Bachelor of Arts: Finance, Bachelor of Arts: 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

Add. 2 to the Bi-Annual 2025 Compendium – Part B

Additional Information

This position requires Functional Clearance