Admin Associate, G6, Fixed Term Appointment

1. Organizational Setting and Work Relationships

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks.

The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization.

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.

2. Duties

• Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
• Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
• Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.
• Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including processing of entitlement, issuance of contracts maintenance of various personnel records and files.
• Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
• Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
• Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
• Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
• Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
• Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
• In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
• Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
• Perform other related duties as required.

3. Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses

Business Administration, Finance, Office Management, Human Resources or other related fields.

Relevant Job Experience

Essential

Not specified.

Desirable

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;

UN-UN/UNHCR Financial Rules and Regulations and Procedures;

SC-UNHCR Procurement Rules and Procedures;

IT-PeopleSoft EPM/Budget;

Language Requirements

English is Essential

Kurdish and Arabic are Desirable.

4. Competency Requirements

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Core Competencies:

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managerial Competencies:

Managing Resources

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Change Capability and Adaptability

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.

5. The Operational Context

Nature of the Position:

Essentials

1-Minimum 3 years of experience for Admin and relevant to the function.

2-Office structure management (Office seating plan, arranging office equipment and supplies, etc.)

3-Experience in procurement to pay process

4-Travel management (Booking ticket, hotel reservation, booking conference venue, tracking all the staff travels and movements on the database)

Desirables

A. Inventory management (Tracking/monitoring Admin related inventory)

B. Experience in accounting and basic finance (Raising requisition, confirming receipt of the services provided to admin, checking invoices and all the supporting document and hand over to finance unit for the payment process)

C. Language: Kurdish and Arabic