Assistant Admin Officer – UNHCR

Job Description

Organization	United Nations High Commissioner for Refugees
Job Title	Assistant Admin Officer
Location	Khartoum, Sudan
Hardship Level	C
Job ID	32410
Salary Grade	NA
Family Location Type	Family
Closing Date	31/21/2021

Eligible Applicants

This Job Opening is available to eligible UNHCR staff members and external applicants.

Procedures and Eligibility

Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS). Applicants must be nationals of Sudan, and be locally recruited within the country of their employment.

Duties and Qualifications

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.

See below for this postion’s Operational Context

The political context in Sudan remains complex, diverse, and fast-changing necessitating high levels of political sensitivity and solid coordination and communication skills. The operations in Sudan includes emergency response, regular refugee programmes, IDP support (emergency, durable solutions), voluntary repatriation, statelessness, and special projects, for example peacebuilding support funded by the UN Peacebuilding Fund. UNHCR Representation in Sudan has presence in five main regions of Darfur, Kordofan, East Sudan, White Nile,, Blue Nile and Khartoum. The Representation Office in Khartoum provides the overall strategic guidance and implementation of the operations, security, policies, and liaison with key Government stakeholders, donor communities, UNITAMS, UNCT/HCT and NGO partners. The Representation Office in Khartoum provides an oversight of activities in Sudan being supported by 14 offices. The security threat level for most locations of Sudan remains moderate to high risk due to the number of security incidents, such as recurrent demonstrations all over Sudan as a result of the economic challenges and heightened insecurity, particularly in locations of Darfur and Kordofan states.

The Assistant Administrative Officer should:

¿ Interact with Supply unit and Program Unit for timely initiation of supplier payments, facilitating them as and when required for completion of procurement activities.
¿ Be experienced in providing financial management support to staff members on MSRP, FOCUS, COMPASS and interpretation of financial rules and guidelines are needed.
¿ Supervise and team building of the finance/Admin staff and providing on job trainings will be also needed.
¿ Assist to review/analysis of ABOD and incorporating/suggested changes.
¿ Possess skills in Finance and Administration-related issues to be able to undertake the functions effectively, while working in a very challenging and difficult operational environment.
¿ Have the capacity to understand the context of the operation and facilitate work within established guidelines in coordination with all relevant units and stakeholders. 
¿ Have a working experience in an emergency operation and able to provide administrative support including fleet management.
¿ Strong planning and organizational skills are required to be able to follow up procurement, staff movements and any other assistance for  Field Offices.
¿ Knowledge and understanding of the UNHCR Resources Allocation Framework.

Closing Date

The Position Closing date is 31/12/2021.