Standard Job Description
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 DHR.
– 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.
(Field(s) of Education marked with an asterisk* are essential)
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.
Desired Candidate Profile
Candidate should have good experience in HR management due to the high level of staffing of the FO.
Also good experience in admin/ Finances.
Required languages (expected Overall ability is at least B2 level):
,
Desired languages
,
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:
UNHCR Field Office Kasulu currently has 120 workforces, a combination of regular and affiliate workforce (32 internationals, 88 nationals, including AWF) and reports directly to the Representation Office at Dar es Salaam. The Field Office is implementing the protection and assistance programmes and plays an important role in coordination and leadership in support of about 130,000 Burundian and Congolese refugee population and find durable solutions, including Voluntary repatriation and resettlement to third countries.
Under the direct supervision of Head of Field Office and functional guidance from the Senior Administrative Officer at the Representation Office, the Associate Administrative Officer acts as an adviser to the management on all aspects of administration and finance issues at the field. The incumbent is responsible for strategic administrative, financial, fleet management and human resource management, in consistency with UNHCR rules and regulations. He/she will work in close collaboration with Programme, Supply, Protection and other units and sectors leads to ensure the efficient and effective delivery of protection and assistance to the persons of concern at Nyarugusu camp.
In a complex environment, the incumbent needs to support and guide the staff members in applying rules which require demonstrated managerial, client orientation, negotiation, conflict resolution, solution-oriented capabilities, flexibility and use of constructive and supportive approach in collaborating with others.
Living and Working Conditions:
Kasulu is one of the six districts in the Kigoma Region. The Field Office is located within Kasulu District near District Headquarters known as Mlimani. Newly assigned staff are advised to be equipped with adequate clothing. Thick-soled shoes are highly recommended due to the frequent muddy and dusty grounds.
Kiswahili is the official language in Tanzania, and it is widely spoken in the area, however, the locals speak Kiha as their local language which is also widely spoken particularly in the rural areas. There are several people of other ethnicities from all over the country that live in the district. There is also a fair number of expatriate community employed in Humanitarian Organizations.
A UN Clinic is located within the office compound. There are two hospitals in the district, which provide basic healthcare and services to the local population. In the same context, serious or complicated cases are evacuated or referred to other facilities outside the district. Whereas the local population has access to local schools, which have basic learning facilities, there are no International pre-schools, primary and secondary schools available for staff dependents. Small grocery shops and big foodstuff markets are available in Kasulu.
With the UN Security Level-2 in place, staff travels by road for official and private purposes are limited to the MOSS compliance. Kasulu is a duty station with a high level of hardship, and the R&R cycle is 12 weeks. Currently, there are only two banks operating in Kasulu. These banks provide savings and other commercial banking services in both USD and Tanzanian Shillings. The two banks also operate ATM services, accessed by VISA and MasterCard. There is a UNHCR-operated 12-seater caravan, and commercial airlines are also available.
There are two staff compounds at the field with a total of 10 houses for international staff. Interested staff may have to wait for availability of a house at the compounds. Alternatively, staff members can choose to live in rented accommodation in Kasulu town, as there is an increasing availability of suitable housing, which are RMS compliant.
Additional Qualifications
Skills
Education
BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)
Certifications
Work Experience
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
UNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Compendium
March 2023 Compendium – Part B
Additional Information
Functional clearance
This position requires Functional Clearance
