Admin Officer in UNHCR the UN Refugee Agency Asmara, Maekel Region, Eritrea

Website UNHCR the UN Refugee Agency

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Hardship Level

D

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

PR3

Staff Member / Affiliate Type

Professional

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2022-11-21-08:00

Job Posting End Date

December 15, 2022

Standard Job Description

Administrative Officer Organizational Setting and Work Relationships The Administrative Officer 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. 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. 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. 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 may directly supervise local 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. – Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, 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. – Coordinate the preparation of staffing and administrative budget requirements for the office. – Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. – Manage contracts for the premises, cleaning and security services, and other services as and when required. – 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. – Provide guidance and oversight on processes related to the mission travel of staff. – In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local 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. – 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 Years of Experience / Degree Level For P3/NOC – 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 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 n/a Relevant Job Experience Essential At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications. Desirable Completion of relevant UNHCR learning programme. Functional Skills MG-Resource Management GB-Building Maintenance SC-Contract management SC-Inventory / Stock 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

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:

The incumbent shall possess solid experience and knowledge in ‘ human resources including knowledge in MSRP HR module, Compass on staffing inputs; ‘ supply chain and procurement rules and regulations; ‘ finances, MSRP finance module; ‘ budgeting in Focus / Compass; ‘ general administration, fleet management; ‘ solid experience in office restructuring and closure.

Living and Working Conditions:

The candidate must be prepared to meet critical challenges in staffing and with visa authorizations for the new international staff members. The operation has been consistently under pressure from government due to the UNHCR Eligibility Guidelines. Restrictions imposed on UNHCR are linked to government ‘s request to have the 2011 UNHCR Eligibility Guidelines for the International Protection Needs of Asylum Seekers from Eritrea cancelled. The annulment of the Guidelines is a prerequisite before UNHCR could implement its mandate. This impacted the operation in many fronts. According to ICSC, capital city of Asmara is classified as D hardship family duty station with no option for R&R. However, most of UN staff members choose not to establish families in Asmara due to limited access to the health care and educational institutions, currently there are no schools available in Asmara for the dependents of the international staff. There is limited availability of goods and limited availability of drinking spring water, it is essential to bring and arrange proper water filters at the house residences. It is quite expensive to buy drinking water in the shops (around USD 5 per liter). There is no ETM or electronic bank transfers, UNHCR staff members can pay with cash or local bank checks, once the local bank account is opened. There is no 3 or 4G internet in the country. Local staff members are not authorized by the government to establish internet connectivity at the house residences while UNHCR international staff members are authorized to use UNHCR internet at the house residences to stay connected and functional. There is no roaming available. The staff member will receive local mobile SIM card to make local and international calls. There are regular city power and water supply interruptions. UN Eritrea Residential Security Measures (RSM) has provision for the installation of the solar system at the UN international staff residences which provide 24/7 stable electricity supply and it is recommended to rent a house which has underground water reservoirs. There is a satisfactory choice of houses available for lease. Rent range is between USD 800 to USD 1,500. Security level is medium. It is safe to walk in the streets during the days and late evenings. However, there is a risk that conflict in Tigray region, in Ethiopia may destabilize the security situation in Eritrea.

Skills

Additional Qualifications

Education

BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)

Certifications

Work Experience

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: Refugees

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Bi-annual Compendium 2022 Part B – November 2022

Functional clearance

This position requires Functional Clearance

Company: UNHCR the UN Refugee Agency

Vacancy Type: Full Time 

Job Location:  Asmara, Maekel Region, Eritrea

Application Deadline: N/A

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