Associate Admin Officer

UNHCR Uganda

Admin & Office

NGO, NPO & Charity USh Less than 300,000
New
4 days ago

Job Summary

Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:3 years

Job Description/Requirements

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

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.


Desired Candidate Profile

The candidate should have a mixed experience in Admin and Finance, good knowledge of UNHCR administrative rules and procedures, has worked in the field, has good understanding and demonstrated experience of teamwork and people skill. Working experience with PeopleSoft/Oracle Financial and/or HR modules


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:

https://wwwnc.cdc.gov/travel


Nature of Position:

The Field Office is in Erepi, six kilometres from Moyo Town, the main municipal, administrative, and commercial centre of Moyo District, some 500 kilometres by road from Kampala. Travel through Moyo is mostly by road, involving crossing the River Nile from Adjumani District by ferry. Moyo is also reachable by road via Arua and Yumbe. Moyo town has a small civilian airport. Moyo Town has one commercial bank with ATM where one may transact in Uganda Shillings and US Dollars. There are markets where basic commodities and fresh produce are sold. Moyo is a family duty station with a three-month R&R cycle for international staff, and a 'ten-in-nine ' R&R cycle for national staff. There is housing available for rent, with the endorsement of UNDSS for MORSS compliance.

The Assc Admin-Finance Officer is a member of management of Moyo Office which is responsible for Palorinya Settlement, Obongi District, home to 123,000 refugees. The incumbent is responsible for establishing and maintaining efficient administrative systems and control mechanisms to support the smooth running of the operations and ensure compliance with administrative, HR and financial rules and procedures. The Office has a diverse workforce of 47 staff members (40 National; 13 female). The incumbent supervises a team of 14 staff, including 9 drivers. The Unit is responsible for maintaining a conducive environment for the smooth running of the office through general administration (building and ground maintenance, utilities, office equipment and supplies, travel, booking/organizing meetings and workshops, etc), finance and banking, ICT support and transport management.


The candidate requires strong financial management and internal control skills and demonstrated skills in the effective management of resources. It is essential to be hands-on in MSRP Admin Fin and continue to coach the national staff responsible for this function.
Interpersonal and managerial skills required with an overarching ability to motivate and coach staff under supervision. Able to perform well under stress in a less than ideal living and working conditions in a hardship location in spite of being family duty station.
The candidate requires strong communication skills and be well conversant with duty of care policy for UNHCR and how to achieve it in the operational context.
Sound knowledge and skills in Admin and Finance to assist management in managing risks related to human and financial management in the Field Office.
 

Living and Working Conditions:

The Sub Office is located in Moyo town, the main municipal, administrative, and commercial centre of Moyo District. It is situated in northern Uganda approximately 490 km by road from Kampala. Moyo District shares a border with South Sudan to the North and East, Adjumani District to the south across the West Nile, Obongi and Yumbe District to the west. The population of Moyo District is mostly rural-based, and is estimated to be around 140,000 with 80% of the households engaged in subsistence agriculture as their main economic activity and only 9.7% engaged in salaried employment. Although the refugees are hosted in Palorinya refugees settlement in Obongi district, the UNHCR sub office, is located 5 km from Moyo town along the Kampala Moyo road.

Moyo is generally hot throughout the year averaging at 30 degrees centigrade. Physical infrastructure is characterized by poor roads, unstable and unreliable power supply, and a network coverage which is fairly okay with available internet connectivity. Travel through Moyo is mostly by road, with two locations to cross the River Nile from Adjumani District by ferry at Laropi or Obongi. Moyo is also reachable by road via Arua and Yumbe, where UNHCR has two Sub Offices. Moyo town has a small civilian airport.

Moyo Town has roughly 20,000 inhabitants. The centre is dominated by Government buildings. There is one commercial bank with ATMs (Stanbic) where one may transact in Uganda Shillings and US Dollars. There is a market where basic commodities and fresh produce are sold. Moyo District Hospital and Moyo Mission hospital are the 2 major hospitals operating on a 24 hour basis. There are a number of health NGOs operating in Moyo. UNHCR staff receive medical treatment in Kampala and other towns. There are two UNDSS-cleared hotels as well as several restaurants. There are several recreational facilities within Moyo town for relaxation and entertainment purposes.
The security situation is generally calm, with the main threat being petty crime. Moyo is a family duty station with a three-month R&R cycle for international staff. There is housing available for rent, with the endorsement of UNDSS for MORSS compliance. Lack of schools and social amenities means that most staff have rented accommodation in Moyo Town and do not live with their families.


Additional Qualifications

Skills

AD-Contracts and invoice management, AD-Office supplies management


Education

BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)

Certifications


Work Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Refugees


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

UNHCR Salary Calculator

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

Compendium

Bi-annual Compendium 2022 Part B – November 2022


How to apply
Click on the 'Apply Here' section to be redirected to the application portal.



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