Assistant Administrative Officer

A (least hardship)

Family Type

Family

Family Type

Family

Residential location (if applicable)

Grade

NOA

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Remote work accepted

No

Target Start Date

2024-02-01

Job Posting End Date

December 19, 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 ideal candidate, in alignment with the Job Description criteria, has relevant educational qualifications and should bring substantive experience in the financial domain, including expertise in assessing budgetary needs for administrative budgets, overseeing the processing and monitoring of financial transactions, and preparing comprehensive financial status reports. The candidate should excel in monitoring and controlling administrative budget expenditure within an office setting. The candidate should have experience in procurement and familiarity with risk management and audit principles. Experience in Human Resource matters, particularly in recruitment and appointment processes, would be considered an asset.

The desired candidate is expected to have accumulated several years of management responsibility and experience in a relevant sphere, showcasing their proficiency in leadership and organizational management. Experience in an international organization or company will be an asset. The incumbent will be expected to understand the dynamics and demands of operating in a global context, working with colleagues of diverse backgrounds and adhering to UN values and principles.

Shortlisted applicants will be requested to sit a test covering the basic principles of procurement, planning and budgeting, finance, risk management, audit, etc.

The salary for the specified position varies between 95,221 GEL and 133,309 GEL per year, not reflecting deductions for pension (7.9%) and medical insurance as well as allowances the candidate may qualify for. The actual amount is determined by the individual’s education and years of relevant experience. The maximum annual salary granted upon recruitment is 116,381 GEL.

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: https://wwwnc.cdc.gov/travel.

Nature of Position:

Some 1,400 refugees and humanitarian status holders and some 1,100 asylum seekers are currently of concern to UNHCR in Georgia, in addition to some 26,000 Ukrainians who have fled the war in their country in 2022 and chosen to stay in Georgia. UNHCR in Georgia advocates for further improvements in the asylum system, especially reception conditions for persons with special needs. UNHCR’s priorities are strengthening inclusion and promoting integration, as well as maintaining a strong community outreach. With the new caseload of Ukrainians, UNHCR is coordinating a refugee response for all involved partners. UNHCR continues to support the Government in IDP policy for the nearly 300,000 IDPs living in areas controlled by the Government of Georgia. UNHCR also supports and advises national authorities on statelessness concerns. UNHCR has one country office in Tbilisi and two field offices in Abkhazia, with overall 30 national and international employees on the ground.

The incumbent of the Assistant Administrative Officer position serves in the UNHCR Tbilisi office, reporting to the Representative. S/he oversees all administrative matters and heads an Administration Unit with 2 direct supervisees (including Finance). In addition to general administration responsibilities listed in the job description, the incumbent has the following duties:

S/he is in charge of the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office;

Ensures the UNHCR Office premises provide a healthy, safe and respectful working environment;

Analyses and maintains an overview of the work of the office, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow-up action;

Leads the preparation of staffing and administrative budget requirements for the office, monitors implementation, proposes adjustments as necessary, advises the Representative accordingly;

Leads the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures;

Verifies that the financial records and transactions are correct and in accordance with UNHCR rules and procedures;

Identifies risks to the operation in the conducting of administrative and financial matters, proposes and implements mitigation measures, ensures appropriate preparation and follow-up to audits of the operation.

Living and Working Conditions:

Based in Tbilisi with occasional travel within Georgia and to Budapest/ Geneva.

Skills

Additional Qualifications

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