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 and Responsibilities
- 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
Certificates and/or Licenses
- Business Administration, Finance, Office
Management, Human Resources or other related fields.; (Certificates
and Licenses marked with an asterisk* are essential)
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.
How To Apply
