Associate Administrative Officer
Associate Administrative Officer
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Job Description
Hardship Level
Family Type
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular AssignmentTarget Start Date
Deadline for Applications
Standard Job Description
Associate Administrative Officer
Organizational Setting and Work Relationships
The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he will work quite independently on regular assignments 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.
Frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organizations 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 directly supervises 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 UNHCRs 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.
- Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
- Participate in the recruitment and appointment process and assist with administrative formalities concerning local General Service staff.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Assist with the preparation of staffing and administrative budget requirements for the office.
- Assist in the competitive procurement process for selecting awarding and issuing local contracts in line with UNHCR regulations rules and procedures.
- Facilitate the mission travel of staff including following up on travel authorizations bookings tickets.
- Monitor the quality and timeliness of goods and services delivered to the office.
- Manage contracts and relations with suppliers.
- 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 Division of People Management (DPM).
- 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
Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant 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
Work experience in at least one of the following fields: Human Resources Administration Budget Finance and Procurement. Excellent computer skills in particular in MS Office applications.
Desirable
Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCRs administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules.
Functional Skills
MG-Resource Management
FI-General Financial 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 skills include:
Effective communication and coordination skills: ensure clear and concise communication among team members stakeholders and end users. Actively listen and provide constructive feedback.
Strong interpersonal and negotiation skills are required to be able to successfully liaise with diverse teams of both national and international staff in different locations including remotely and often with tight timelines.
Managerial skills: motivate her/his team set a positive example and foster a collaborative and supportive work environment.
Delegation: able to delegate tasks effectively to the right team members ensuring that everyone is working to their strengths and contributing to the teams success.
Decision-making skills: able to make informed decisions confidently with the support of the Representative and her colleagues and to take responsibility for the outcomes whether positive or negative.
Emotional Intelligence: understand and manage her/his own emotions as well as empathize with others to build strong relationships and a harmonious work environment.
Technical Proficiency: strong proficiency with relevant software and tools used in administrative management (CERP Workday Compass ServiceNow SharePoint) to ensure efficiency and productivity. A strong understanding of internal processes and workflows is also desired.
Continuous Learning: be committed to ongoing personal and professional development staying updated with UNHCR key policies and best practices.
Excellent English language skills both orally and in writing. French is desirable.
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:
MCO Belgium ensures the strategic liaison with EU institutions including the EU Agency for Asylum (Malta) and Frontex (Poland) and the oversight of five countries: Belgium Ireland Luxembourg the Netherlands and Portugal.
A member of the Heads of Unit team the Associate Admin Officer is based in Brussels and reports directly to the Representative. S/he heads the unit that provides administration finance procurement supply IT and human resources support to the REUA teams and colleagues in the five countries under the purview of MCO Belgium. She/he also supports the annual planning and reporting cycle in full consultation with the Programme team.
Other responsibilities of the Associate Admin Officer include acting as the Ex Officio of the MCO Assignments Committee and the Local Committee on Contracts. S/he is also the security focal point in Belgium. Travel to the operations under MCO purview is required from time to time.
Living and Working Conditions:
Brussels (Belgium) is a European capital and a H family duty station.
For more details on working & Living Conditions in Belgium see on Intranet at:
working and living conditions
Security
Offices in the Western European region invest in security upgrades as needed and all are MOSS compliant. Brussels does not face any particular security concerns but like all major cities in the region may be subject to indiscriminate terrorist acts.
Additional Qualifications
Skills
FI-General Financial Management MG-Office Management MG-Resource ManagementEducation
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 Political awareness Teamwork & collaborationUNHCR Salary Calculator
Required Experience:
IC
Employment Type
Full-Time
