Admin Officer in UNHCR the UN Refugee Agency Budapest, Budapest, Hungary

This job listing is about UNHCR the UN Refugee Agency in Budapest, Budapest, Hungary 2022 exclusively on jobizille.com

Hardship Level

H (no hardship)

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

Adaptability re technology to cope with recent introduction of Workday and for Cloud ERP planned mid-2023

Ability to oversee a significant HR related workload for MCO staff

Mission availability to support other MCO countries, particularly SVK and CZE.

Experience of international and national salary surveys of use given the context of the long term local currency devaluation

Emergency experience an asset as the local context can change easily with possibility of significant additional PoC influx

Finance/budget/Compass knowledge

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

Budapest is classified as a H duty station.

Nature of Position:

UNHCR Representation for Central Europe (MCO Hungary) covers 4 countries (HUN SVK CZE SLO) with different structures: one Representation, 2 National Offices and the Multi-Country office in Budapest. It is therefore important that the incumbent has:

• Wide experience in managing large operations and diverse teams, experience in a regional office is a plus.
• Experience as head of Administration unit in big operations with FOs or at the regional/ bureau level
• Skills and experience in using Workday/MSRP finance/treasury/asset management/procurement as well as Compass
• The ability to cope with unforeseen situations and deal with operational challenges timely and efficiently
• Experience in closing/downsizing offices and operations and providing guidance and advice to affected staff
• Experience in UNHCR recruitment procedures
• Good interpersonal skills to ensure a harmonious atmosphere and the ability to work in a cooperative and collaborative manner as part of a team.

The operation is also part of the Ukraine emergency situation, with Hungary and Slovakia bordering Ukraine and the Czech Republic in particular hosting a large refugee population relative to its size. Admin support from MCO Budapest to the offices in Prague, Bratislava and Kosice is therefore significant and necessary, particularly for the HR function.

Since 24 February 2022, Hungary has received nearly 400,000 refugees fleeing directly from Ukraine, as well as more than 250,000 refugees who have entered via the Romanian border. While many refugees are passing through Hungary on their way to Poland, Germany, Czechia, Italy, or other countries, a growing number are remaining in Hungary, and either seeking temporary protection or applying for work visas. Hungary’s status as both a transit and a destination country necessitates a response premised on two key directions: first, providing immediate, urgently needed protection and assistance to arrivals to Hungary; and second, ensuring information about and access to legal statuses to which arrivals to Hungary may apply, alongside nondiscriminatory access to rights and services provided by the government and humanitarian actors. Given the profile of arrivals, prevention and response to GBV, anti-trafficking measures and child protection are and will remain central elements within the protection response. AAP and PSEA will constitute cross-cutting priorities, informing activities in all sectors. Strategic interventions will also focus on supporting the government to register and process temporary protection applications as well as ensuring access to medical services, including MHPSS, and supporting improvement of reception conditions, safe transport, access to education, and employment.

Maintaining coherent and harmonized systems and processes in the region is one of the priorities of the MCO and the Admin Officer is expected to closely monitor the effective use of the internal controls, systems, processes and support in updating and modifying established SOPs, if needed. 2023 will also see the introduction of Cloud ERP to replace MSRP.

Networking and collaboration with other UN and international agencies is an important function expected of the Admin Officer to enhance inter-agency cooperation in Budapest and regular meetings are arranged in this regard.

Living and Working Conditions:

Hungary is located in a temperate climate zone having 4 seasons (spring, summer, autumn and winter). Winters are becoming milder with average temperatures around -5 centigrade on average during the daytime. Summers are hot, occasionally reaching around 35 centigrade, especially in July and August.

Budapest currently hosts the Global Service Centre (GSC) as well as the UNHCR Representation for Central Europe This Multi-Country Office covers Hungary, Slovakia, Czech Republic and Slovenia.

No specific security conditions pertain to Hungary. Budapest is a safe metropolitan city, however as in any other city caution shall be exercised when using public transport to avoid pickpocketing.

Accommodation is easy to find; short-, mid- and long-term. The city offers a wide range of hotels, Airbnb, long term rents, etc. Accommodation can be fixed using the services of property agencies, but online solutions are also numerous.

Skills

Additional Qualifications

Education

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

Certifications

Work Experience

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: Budapest, Budapest, Hungary

Application Deadline: N/A

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