Admin Associate

Procedures and Eligibility

This position is open to applications from Group 1, Group 2 and all external candidates, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.

TO THE ATTENTION OF EXTERNAL CANDIDATES: External Candidates must meet the essential minimum requirements of the position and must have either Polish citizenship or the legal status necessary to work in Poland.

Your application will NOT be considered if; – The application form is not duly filled. – The questionnaire at the end of the application form is not answered. (for external candidates)

Duties and Qualifications

Administrative Associate

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.

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.

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

Certificates and/or Licenses Business Administration, Finance, Office Management, Human Resources or other related fields.

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 BU-PeopleSoft EPM/Budget SC-UN/UNHCR Procurement Rules and Procedures (Functional Skills marked with an asterisk* are essential)

Language Requirements

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. Fluency in Polish is required.

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.

Additional Information

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. Female candidates are encouraged to apply.

For any technical problems encountered during the online application, please try to use a different internet browser and/or reset the cache of the browser. Should this not be sufficient, please contact Human Resources at [email protected] by allowing sufficient time for the resolution of the issue.

UNHCR reserves the right to retain applications and consider external candidates applying to this post for other similar positions with UNHCR at the same grade or lower level and with similar job description, experience and educational requirements for the appointment of a shorter duration (Temporary Appointment).

UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme is subject to proof of vaccination against Covid-19.

REMUNERATION & BENEFITS A competitive compensation and benefits package is offered. The monthly net salary is between PLN 7,053 and PLN 8,613 depending on relevant experience, dependency status and language proficiency. For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations.

UNHCR also offers comprehensive medical insurance and pension plans.