JOB DESCRIPTION

C

Family

Family

GS6

General Service

Reason

Regular > Regular Assignment

2025-09-15

August 26, 2025

Administrative Associate

Organizational Setting and Work Relationships

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.

The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or partners on subject matters which may be of importance to the Organization.

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

• Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
• Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
• Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in Cloud ERP and other systems.

• Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
• Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
• Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
• Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
• Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
• Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
• Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
• In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
• Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
• 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

Years of Experience / Degree Level

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

Certificates and/or Licenses

Business Administration, Finance, Office Management, Human Resources or other related fields.;

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Not specified.

Desirable

Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

*IT-Computer Literacy

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

FI-Application of Financial Rules, Regulations and Procedures

SC-UNHCR Procurement Rules and Procedures

BU-PeopleSoft EPM/Budget

(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.

Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Managing Resources

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Change Capability and Adaptability

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.

• Knowledge of UNHCR’s mandate and field operations
• UN/UNHCR Experience in Administration and Finance
• Good knowledge of Cloud ERP and COMPASS tools of the UNHCR Business Transformation Program.
• Experience in Voucher and invoice Preparations.
• Proven team supervisory skills in administration.
• Ability to operate effectively under security restrictions and adapt to changing environments
• Strong interpersonal and communication skills.
• Proven ability to prioritize workload and excellent time management to meet critical deadlines.
• Versed with using planning tools like Microsoft To-Do List, MS Outlook, and MS Teams.
• Experienced in Petty cash management, management of office stationery and its procurement.
• Experience and skills in supervising junior staff with demonstrated resilience and adaptability.
• Ability to manage office incoming and outgoing correspondences.
• Knowledge of Accounting and Financial standards regulations and Value Added Tax (VAT).
• Fluent in English; proficiency in Portuguese and local languages is a significant advantage.

Portuguese

,

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 United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; stateless persons; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo, a sub-office in Pemba, a field office in Nampula, and two field units in Cabo Delgado. The working language of the UNHCR offices in Mozambique is English.

The Administrative Associate Position is based in Nampula and reports to the Head of Field Office The incumbent will supervise a small team of 3 staff (two drivers and 1 ICT Associate). He/She will provide administrative assistance to the Head of the Office, and to colleagues to ensure that routine services and activities within the administrative domain are properly implemented. The incumbent may be required to liaise with other internal or external entities, to ensure effective delivery of services and achievement of objectives.

The role requires a good knowledge of administrative rules, procedures as well as operational standards of a UNHCR office. The Administrative Associate is responsible to ensure that office property and equipment are maintained in their good and functioning state. He/She is the focal point for receiving, channeling and responding to official correspondences.

Living and Working Conditions:

Nampula is a key regional center in northern Mozambique and is designated as a C, family duty station with moderate security risks.

Mozambique experiences a tropical climate with a wet season (October to March) bringing heavy rains and occasional cyclones, and a dry season (May to August) characterized by sunny, pleasant weather. Temperatures generally range between 13°C and 24°C, with occasional cooler air masses.

While the security situation in Nampula is relatively stable compared to Cabo Delgado, moderate risks persist, including crime and regional instability. UNHCR staff must comply with UNDSS security protocols and maintain situational awareness. Medical facilities in Nampula are limited but include public health centers and some private clinics. Malaria is endemic, requiring preventive measures. Recommended vaccinations include diphtheria, hepatitis A, tetanus, and typhoid. Safe drinking water is not readily available from the tap.

Nampula is accessible by road and air, with variable road conditions. Transport infrastructure supports UNHCR’s operational needs but requires caution due to traffic hazards.
Housing is available with monthly rents between USD 1,300 and 1,600. Markets, supermarkets, and basic entertainment options exist but are limited. Telecommunication services are available but can be inconsistent, particularly in remote areas.

Additional Qualifications

Skills

Certifications

Business Administration – Other, Finance – Other, Human Resources – Other, Office Management – Other

Competencies

Accountability, Analytical thinking, Change capability & adaptability, Client & results orientation, Commitment to continuous learning, Communication, Managing resource, Organizational awareness, Planning & organizing, Teamwork & collaboration

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

Compendium

Additional Information

This position doesn”t require a functional clearance