Assistant Administrative Officer

Job Description

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day-to-day tasks and contributing to deliver administrative activities. S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures.

Duties

• Monitor the day-to-day personnel and administrative operations of the office.
• Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
• Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
• Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
• Contributes to the preparation of submissions of new or revised procedures and practices.
• Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
• Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
• Coordinate training and capacity-building activities to staff in administrative related areas.
• Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

• For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education

• Public or Business Administration; Economics; or other relevant field.

Certificates and/or Licenses

• Not specified.

Relevant Job Experience

Essential

• Not specified.

Desirable

• Good knowledge of UNHCR's administrative rules and procedures. Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

• IT-Computer Literacy
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures
• CO-Strategic Communication
• CO-Drafting and Documentation
• SC-UN/UNHCR Procurement Rules and Procedures
• BU-PeopleSoft EPM/Budget
• MG-Resource Management

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

Assistant Administrative Officer must have a strong knowledge of business administration, financial management and accounting with at least five years of relevant work experience with a bachelor’s degree or equivalent. S/he must possess people management skills and capacity for team building and coordinating training. The selected candidate must have knowledge in UNHCR systems such as ERP cloud, UNHCR Travel system, Workday, and COMPASS with strong facilitation skills. The position also requires from the candidate sound knowledge and experience of United Nations administrative, human resources and financial rules and procedures and UN languages. Professional qualification in accounting and/or finance (CPA/ACCA or equivalent) will be an advantage. Professional experience within the United Nations organization, in particular with UNHCR, for at least one year in the administrative and finance fields combined with good knowledge of Cloud ERP will be an added advantage.

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 is extending its international protection and humanitarian assistance in Tanzania to support the people we serve. These people are mainly refugees from Burundi and Congo who are living in Nyarugusu and Nduta refugee camps located in Kasulu and Kibondo districts in Kigoma region. Population of these two camps make a total about 232,813 people.

Tanzania Operation has 5 offices to streamline the protection work for people we serve. The offices include the Representation Office in Dar es Salaam and the FU in Dodoma. The Representation office stands as UNHCR main office in the country with the main role of leading the UNHCR operations in Tanzania. Other offices are in Kigoma region which include three offices of FO Kibondo, FU Kigoma and FO Kasulu.

The Field Office Kasulu is serving the refugee camp of Nyarugusu which hosts about 135,026 refugees from DR Kongo, Burundi, and other nationalities. Among the important positions in Field Offices is the position of Assistant Admin Officer who is the focal person for all administrative and finance matters of the Field Office. The Assistant Admin Officer establishes and maintain efficient administrative and finance services to support the office operation.  He/she acts as advisor to the Head of Office, 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 in Administration, Finance, and ICT of the Field Office.

The Field Office Kasulu is under staffing to meet the required activities. The Office is operating with only National Staff at General Service levels. In this context, the Tanzania Operation is arranging to enhance the capacity of the Field Office Kasulu by employing one additional staff in the position of Assistant Administrative Officer who will work under the supervision of the Head of the Field Office and report functionally to the Senior Administrative Officer in Dar es Salaam. This initiative will enhance proper administrative and financial management of the Field Office.

Additional Qualifications

Skills

• BU-PeopleSoft EPM/Budget
• CO-Drafting and Documentation
• CO-Strategic Communication
• IT-Computer Literacy
• MG-Resource Management
• SC-UN/UNHCR Procurement Rules and Procedures
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Education

• Bachelor of Arts (BA): Business Administration
• Bachelor of Arts (BA): Economics
• Bachelor of Arts (BA): Public Administration

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
• Stakeholder management
• Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

Additional Information

Functional clearance

This position requires Functional Clearance