Website UNHCR
JOB OPPORTUNITY
Assistant Administrative Officer
Kathmandu, Nepal
Time type: Full time
Job requisition id: JR2319978
Hardship Level
B
Family Type
Family
Family Type
Family
Residential location (if applicable)
Grade
NOA
Staff Member / Affiliate Type
National Professional Officer
Reason
Regular > Regular Assignment
Remote work accepted
No
Target Start Date
2023-07-01
Job Posting End Date
June 13, 2023
Standard Job Description
Assistant Administrative Officer
Organizational Setting and Work Relationships
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. 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. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes.
Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.
The incumbent may directly supervise general service 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
- 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.
- Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
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.
(Field(s) of Education marked with an asterisk* are essential)
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
(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
The candidate should possess:
- UN experience
- Demonstrated exposure to multiple sectors (i.e. HR, project / vendor management)
- Excellent written/ oral English language skills
- Communication skills
Remuneration and additional information
A competitive compensation and benefits package is offered. For information on UN salaries, allowances, and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org
No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing, or any other fees).
The incumbent of Assistant Administrative Officer must be functionally cleared by the technical unit in UNHCR HQ. All shortlisted candidates will undergo functional clearance process.
UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.
UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.
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:
“Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.”
Nature of Position:
The Assistant Administrative Officer is responsible for supporting the UNHCR Nepal Representation in the implementation of general administrative tasks: Financial, human resource management, procurement, and project control tasks. The incumbent assists the Representative in all administrative matters addressing day to day tasks, including the administrative support of a total of 19 staff members.
The incumbent needs to support the Representative in duty of care activities for staff, including health related and security related issues in the interest of staff. S/he will represent UNHCR in relevant fora, in particular of the United Nations in Nepal, related to duty of care, security, medical, gender parity, inclusion of persons with special needs, among others.
The position is supervising currently: Senior Finance Associate (1), Senior Administration Assistant (1), Messenger (1) and Drivers (3).
The incumbent will contribute to the project control activities at country level to ensure monitoring and oversight systems are effective, simple, and timely, taking full advantage of new technologies, while engaging and working with external audit firms to provide independent reviews and audits of projects implemented by partners. S/he supports the dialogue and consultations for strengthening partnerships. The incumbent may have contact with external stakeholders, such as UNHCR-funded partners, auditors, oversight bodies on matters related to partnerships. The incumbent will be mindful of the dimensions of partnerships in accordance with the Principles of Partnership, the Code of Conduct, UN/UNHCR’s financial rules, policies and regulations and other relevant documents.
The Assistant Administrative Officer assists the Office in managing and addressing day to day operational tasks and is in this way contributing to the quality and efficient delivery of operational activities by UNHCR Nepal. S/he will be a member of a multi-functional team and requires the desire and the capacity to be a strong team member and supporter.
Living and Working Conditions:
The position is based in Kathmandu, Nepal. Kathmandu is category B duty station.
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
BA: Business Administration, BA: Economics, 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
Shortlisted candidates may be required to sit for a written test and/or oral interview. No charge/fee for the recruitment process. Proof of vaccination against Covid-19 is required.
Functional clearance
This position requires Functional Clearance