Job Details

Job Description

Only candidates who are not nationals of the country of assignment are eligible to apply to this position

B

Family

PR2

Professional

* Staff members will not normally serve in International Professional positions in the country of their nationality. In addition, in case of a first appointment upon recruitment, the assignment must be outside the staff member’s country of nationality.

In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of.

Reason

Regular > Regular Assignment

No

2024-01-24

February 14, 2024

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 Organization¿s 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 UNHCR¿s 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 DHR.

– 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 UNHCR¿s 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.

– Demonstrated previous experience with UNHCR field operation in general administration including due diligence in asset, fleet, premises and other resources management under administrative budget (ABOD) and supporting the day-to-day personnel and administrative operations of the office including travel and support to field locations
– Demonstrated experience in financial management including in designing and implementing processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations, coordinating the preparation of staffing and administrative budget requirements for the office and administering contracts for the premises, cleaning and security services, and other services as and when required
– Demonstrated experience in protocol management with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.) and/or inter-agency collaborations on general administration, staff safety and human resources issues (i.e. common services).
– Demonstrated sound understanding and application of with internal regulatory framework and OIOS audit processes and procedures.
– Proven good report writing and effective communication skills in English, which is the national language in Zambia. Prior experience managing and coaching/capacitating a team.
– Experience in fleet management and administration of admin. assets, including ICT assets

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

As of December 2023, the country hosts 95,518 persons that require UNHCR’s continuous attention including 72,414 Refugees, 5,554 Asylum seekers and 17,550 Former refugees (Angolan & Rwandan). This population is composed of Refugees and former refugees who have been in Zambia for decades as well as recent new arrivals at an average of 500/month in 2023 and majority of the refugee population are from DRC. UNHCR has a Country Office in Lusaka, the capital of Zambia, with two field offices in Solwezi and Kawambwa. The Associate Admin Officer will report to the Deputy Representative and supervise Administration, Finance, and ICT functions across the operation.

S/he is expected to establish and maintain:

• Efficient administrative and financial/budget management mechanisms in order to ensure compliance with UN and UNHCR administrative, financial rules and procedures;
• Effective and timely coordination and support on all administration budget matters internally (including the 3 FOs), with the Bureau, and HQ;
• Ensure comprehensive monitoring of goods and services purchased for quality assurance/timeliness/completeness;
• Effective support to management to ensure all UNHCR offices and guest houses meet standards and that lease agreements are adhered to by property owners and UNHCR;
• Regular and substantive external engagement/participation with counterparts in other organizations and attendance, as appropriate, in UN country team groups such as the OMT, BOS platform and other UN Common Shared arrangements as well as at working level in Government agencies on issues of importance to UNHCR’s programmes.

Living and Working Conditions:

Lusaka is the capital city of Zambia, a country heading towards middle-income country status. Zambia is an English speaking country. Shops are well stocked, and all basic commodities can be found, Lusaka has various supermarkets and malls around town. Imported goods tend to be available but more expensive. Health facilities, international schools, banking services are available in Lusaka. Finding accommodation meeting MORRS standard is possible, either in stand-alone house or in apartment or town house in housing complexes. Domestic flights are costly but available. The local airline, Proflight and Zambia Airways operates flights to larger towns in the country. Zambia is a vast country and road travel can take days, given the distances and at times the road conditions. Zambia is peaceful with minimal security threats. There have been no restrictions on travel within Zambia. There have been no curfews or restricted movements within Lusaka or elsewhere. There have been no reported cases of serious incidents involving UNHCR staff members in the past. No incidents affecting UN staff members have been reported so far in 2020. Like in other duty stations, staff members are advised not to be complacent and be vigilant. International staff members are expected to have security guards from a recognized / recommended security company at their residences.
Due to the COVID 19 pandemic, entry screening may still be conducted at all airports and all travelers entering the airport may be subjected to temperature and symptom screening.

Additional Qualifications

Skills

Bachelor of Arts (BA): Accounting, Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Finance, Bachelor of Arts (BA): Public Administration

Certifications

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 & collaboration

https://icsc.un.org/Home/SalaryScales

Compendium

Add. 3 to Bi-annual Compendium 2023 – Part B

Additional Information

Functional clearance

This position requires Functional Clearance