Snr Admin Officer

Senior Administrative Officer

ORGANIZATIONAL CONTEXT

The Senior Administrative Officer is part of the Senior Management of an office. He/she will establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures.

Administrative posts in the Field perform as head of admin units which cover finance, human resources and general administrative services. Administrative posts are not subject to functional endorsement by the Financial Control Section, as the expectation would be that such an office would have competent finance staff at the P, NO or GL level with direct reporting to the administrative officer.

Frequent external contacts with counterparts in other organizations or at working level in national Governments on administrative issues of importance to the Organization. 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 professional and general service staff.

FUNCTIONAL STATEMENT

Accountability

- Administrative staff understands UNHCR's human resources policies and practices, is aware of the Code of Conduct, and acts with integrity.
- UNHCR premises for the country operation are managed in an efficient and cost-effective manner, and provide a healthy, safe and respectful working environment.
- The country operation has a budget that provides a comprehensive and consolidated picture of its staffing and administrative requirements.
- The country operation complies with UN security standards.

Responsibility

- 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.
- Serve as a member of the Local Contracts Committee (LCC).
- Participate in the physical verification of UNHCR property plant and equipment.
- Undertake missions to field locations within the assigned region to review administrative arrangements and make appropriate recommendations as required.
- 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).
- Handle recruitment, appointments and administrative formalities concerning local General Service staff.
- Serve in an advisory capacity in counseling staff members.
- Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
- 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.
- Ensuring that appropriate internal controls are in place.
- Prepare a procurement plan, and initiate and coordinate local procurement for the smooth running of the office.
- Establish and manage mechanisms to control the quality and timeliness of goods and services delivered to the country operation; to coordinate Global Stock Management (GSM) and sourcing of goods and services with Headquarters.
- Ensure that a competitive process for selecting, awarding and issuing local contracts is implemented, in line with UNHCR regulations, rules and procedures.
- Manage contracts and relations with suppliers.
- Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Safety Advisers (FSAs).
- Ensure MOSS/MORSS compliance in consultation with FSAs.

Authority

- Endorse staffing management strategies, and ensure local compliance with UNHCR's workplace standards.
- Allocate office space.
- 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.
- Issue and extend contracts for locally recruited staff.
- 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.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Advanced University Degree in Accounting, Finance, Public or Business Administration, Economics or related field.
- Minimum 10 years (12 years with University degree) of relevant job experience, of which at least five years in an intergovernmental organization (United Nations or similar).
- Good understanding of the workflows of PeopleSoft/Oracle.
- Excellent computer skills, in particular in MS Office applications.
- Excellent communication skills.
- Excellent knowledge of English and working knowledge of another UN language.
(In offices where the working language is not English, excellent knowledge of UN working language of duty station and working knowledge of English.)

***For National Officer positions, very good knowledge of local language and local institutions is essential.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Excellent knowledge of United Nations administrative, financial and human resources rules and procedures.
- UNHCR Management Learning Programme.
- UNHCR Operations Management Learning Programme.