Admin/Programme Officer


Administrative Officer


Administrative posts in the Field, mostly found at P3 level, perform as head of admin units which cover finance, human resources and general administrative services. Admin 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 admin 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.



- Administrative staff understands UNHCR's human resources policies and practices, is aware of the Code of Conduct, and acts with integrity.
- UNHCR office premises are managed in an efficient and cost-effective manner, and provide a healthy, safe and respectful working environment.
- The office has adequate services and supplies to deliver its operations.
- The office complies with UN security standards.

- 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, financial and administrative policies and procedures.
- Liaise with Government and other external actors in providing vital supportive services (i.e. processing of visas; tax exemptions, etc.).
- Attend inter-agency and other meetings, with specific focus on general administration, staff safety and  human resources issues (i.e. common  services), when requested.
- Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
- Serve as a member of the Local Contracts Committee (LCC).
- Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
- Prepare recruitment, appointments and administrative formalities concerning local General Service staff.
- 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.
- Control and check the monthly accounts and various administrative activities.
- Prepare timely and accurate monthly and year-end closure of accounts and reporting.
- Prepare staffing and ABOD requirements for the Country Operations Plan (COP) submission.
- Coordinate local procurement for the smooth running of the office.
- Monitor the quality and timeliness of goods delivered to the office.
- Implement a competitive process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.
- Manage contracts and relations with suppliers.
- Implement staff safety and security measures, in consultation with the Head of Office and Field Safety Advisers.


- Enforce local compliance with UNHCR's staff standards.
- Allocate office space.
- Recommend service providers (e.g. building security guards and cleaning companies).
- Negotiate with local service providers, within the established financial parameters.
- Enforce compliance with UNHCR's rules and procedures for the recruitment of local staff.
- Prepare consolidated budgetary documentation.
- 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.

- University Degree in Accounting, Finance, Public or Business Administration, Economics or related field.
- Minimum 8 years (6 years with advanced university degree) of relevant job experience, of which at least two years in an intergovernmental organization (United Nations or similar).
- 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.


- Good knowledge of United Nations administrative, financial and human resources rules and procedures.
- Completion of relevant UNHCR learning programme.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Jakarta
  • Grade: P-3, International Professional
  • Occupational Groups:
    • Development Cooperation
    • Development Cooperation
  • Closing Date: 2016-09-26

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