Standard Job Description
Senior Administrative Officer Organizational Setting and Work Relationships The Senior Administrative Officer is part of the Senior Management of an office. The incumbent 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. The Senior Administrative Officer 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. S/he 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 professional and general service staff, either local or international. 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 – Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office. – Manage the day-to-day personnel and administrative operations of the Office. – Ensure that the working environment is healthy and respectful, and free from hazard or security risks. – 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. – Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required. – Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs).Ensure MOSS/MORSS compliance in consultation with FSOs. – Bring issues to the attention of senior management relating to compliance with UNHCR standards of work-life balance, security (including MOSS/MORSS), health, well-being and living conditions of staff, and resource allocation. – Allocate office space. – Liaise with Government and other external actors in providing vital supportive services (i.e. processing of visas; tax exemptions, etc.). – Attend inter-agency meetings with other UN agencies with specific focus on general administration, staff safety and human resources issues (i.e. common services). – In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff – Serve in an advisory capacity in counselling staff members. – Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP). – Advise on matters pertaining to administrative and staffing requirements in the Division/Bureau/Office. – In cooperation with HR, endorse staffing management strategies, and ensure local compliance with UNHCR¿s workplace standards. – Issue and extend contracts for locally recruited staff. – Coordinate training and capacity-building activities to staff in administrative related areas. – Provide guidance and support on UNHCR¿s internal control framework, financial rules, policies and procedures. – Prepare the ABOD for the Office, and monitor the budgetary execution of it. – Control and check the monthly accounts and various administrative activities. – Ensure that appropriate internal controls are in place. – In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office. – Manage contracts and relations with suppliers. – Recommend local service providers (e.g. building security guards and cleaning companies). – Award, issue and terminate (local) contracts and frame agreements in accordance with delegated authorities and UNHCR regulations, rules and procedures. – Serve as a member of the Local Contracts Committee (LCC) in accordance with delegated authorities. – Participate in the physical verification of UNHCR property plant and equipment. – Enforce compliance with UNHCR¿s financial and administrative rules, policies and instructions. – Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For P4/NOD – 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 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 UNHCR Management Learning Programme (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential: Minimum 5 years of relevant work experience in an International Organization (United Nations or similar). Good understanding and/or experience of financial and HR modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle). Excellent communication and negotiation skills. Experience of managing people in a multinational/multicultural environments. Desirable: Completion of relevant UNHCR Management learning programme. Experience in procurement in an International Organization. Accounting qualification from an internationally recognized Institute of Accounting. Functional Skills IT-Computer Literacy UN-UN/UNHCR Administrative Rules, Regulations and Procedures CO-Drafting and Documentation MG-Resource Management GB-Building Maintenance SC-Inventory / Stock management DV-Vehicle 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
Senior Admin Officer reports to the Representative and supervises Administration including Protocol, Finance, ICT, and HR. Ideally the candidate should have:
– Good coordination skills and ability to manage administrative actions to the Country Office in Sana including the RC, field offices in the North; Saada, Hodeida and Ibb and provides oversight to the Sub-Office in Aden and field offices in Marib and Kharaz.
– Capability to analyze 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.
– Capacity to manage competing priorities within limited timeframe.
– 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
– 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.
– Internal Control and Risk Mitigating Measures, People Management skills including conflict resolution, negotiation with relevant stakeholder and efficient ABOD management are critical.
– Experience in Inter Agency Coordination either at the OMT, BOS platform and other UN Common Share initiatives is essential.
Required languages (expected Overall ability is at least B2 level):
To view occupational safety and health considerations for this duty station, please visit this link:
Entering the sixth year of conflict, the humanitarian crisis in Yemen is considered one of the worst in the world with 80% of the population in need of assistance. UNHCRs interventions focus on more than 4 million internally displaced and an estimated 99,000 refugees and asylum-seekers. Humanitarian access is severely constrained by administrative hurdles and ongoing fighting with rapidly shifting frontlines. UNHCR has a strong operational footprint in particular in relation to protection/protection of civilians, (emergency) shelter and NFIs and IDPs sites management (CCCM) both as UNHCR and as Tri-Cluster lead with one of the largest cash programme of UNHCR globally. UNHCR operations are managed by the Country Office in Sanaa, with three field offices in Al-Hudaydah, Saada and Ibb, as well as in the South of Yemen through the Sub-Office Aden and a field presence in Marib.
Senior Admin Officer reports to the Representative and supervises Administration, Finance, ICT, and HR.
Ideally the candidate should have:
– Good coordination skills and ability to manage administrative actions to the BO and the offices in the field.
– Capability to analyse resource allocation needs and organise 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.
– Capacity to manage competing priorities within limited time-frame.
– 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.
Moderate climate, dry most of the year with temperatures going from 20 to 30 degrees. Sana’a is located at a highland 2,300 m above sea level. With difficulties in accessing quality healthcare, persons with pre-existing medical conditions must consider the implications of working in Yemen, and should take all possible steps to ensure that they are medically prepared, including carrying sufficient supplies of any necessary prescription or other medication.
Movement and travel of international staff is limited to and from the UN Compound, offices and implementation locations only. Very limited possibility for leisure and recreational facilities. Stressful work context, therefore capacity for self-care is very important and personal security awareness is critical.
In order to support and protect the health and well-being of its workforce, time-off are granted to the international staff. Rest and Recuperation (R&R) in Yemen consists of a 4-week cycle.
Yemen is under Security Level V. The UN in general faces, as a result of those conflicts, three general types of risks: collateral damage due to the armed conflict, terrorism, especially in the south, but also sleeping cells in the north, crime due to the economic/financial collapse of Yemen and the dramatic rise in the needs of Yemenis to feed and to provide medical care for their families, and hazard due to long road travels in armored vehicles on narrow roads with no maintenance.
The working and living space are well protected and are MOSS compliant. All physical security mitigation measures are in place, which include guards, secured walls, protected windows. The security situation dictates that all international UN personnel in Yemen must reside within UN or other UNDSS approved compounds.
Due to the unstable security situation, when travelling by road, UN International staff members must only move in armored vehicles. This includes pick-ups and drop-offs at offices and airports. International staff must not travel in soft skin vehicles or in public transport of any sort.
All staff members must complete the mandatory SSAFE and online BSAFE training.
Due to the COVID pandemic UNHCR, Yemen was advised to reduce its footprint in March 2020, with a continued in-country operational presence. Due to the nature of the pandemic, movement restrictions may be imposed at any time, and staff may need to telework or stay in-country for extended periods of time.
BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Professions (Required)
HCR Management Learning Program – UNHCR
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: Refugees, Working with Persons of Concern: Returned IDPs, Working with Persons of Concern: Returned Refugees, Working with Persons of Concern: StatelessCompetencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
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Bi-annual Compendium 2022 Part B – November 2022
This position requires Functional Clearance