Assistant Admin Officer (m/f)

Description

• The United Nations High Commissioner for Refugees (UNHCR) is an international organization with the mandate to assist persons in need of international protection; asylum seekers; refugees; statelessness; and internally displaced persons. The UNHCR operation in Mozambique has its main office in Maputo and field offices in Nampula and Pemba. The working language in the UNHCR offices in Mozambique is English
• The Assistant Administrative Officer is responsible for supporting the Office 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 i.e. Finance Officer. 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
• Previous professional experience within the United Nations system would be desirable. Experience in the area of Finance and Accounting will be considered as a value added
• Category/grade: National Professional Officer, NOA
• Post Number: 10035449
• Type of contract: Fixed-Term Appointment (FTA)
• The Effective Date of Assignment: As soon as possible

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, license, 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

Requisites

• 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
• 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
• CM-Strategic Communication
• MS-Drafting, Documentation, Data Presentation
• SC-UNHCR Procurement Rules and Procedures
• UN-UN/UNHCR Financial Rules and Regulations and Procedures
• IT-PeopleSoft EPM/Budget
• IT-MS Office Applications
• RM-Resource Management
• FI-Funds Monitoring/Identifying cash flow problems
• (Functional Skills marked with an asterisk* are essential)
• Language Requirements:
• For National Professional jobs: Knowledge of English and UN working language of the duty station if not
• English and local language
• Competency requirements:
• All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below
• Core Competencies:
• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation
• Managerial Competencies:
• Managing Performance
• Empowering and Building Trust
• Judgement and Decision Making
• Managing Resources
• Cross-Functional Competencies:
• Planning and Organizing
• Analytical Thinking
• Stakeholder Management

Notas

• Eligibility: Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2). If you have questions regarding your eligibility, you may also contact the HR Unit
• In line with the RALS, the below category of candidates are eligible to apply for internally/externally advertised vacancies
• Group 1 candidates: Current NPO staff members holding an indefinite or fixed-term appointment are eligible to apply to advertised positions in the NPO category at their personal grade and one grade below or above, as Group 1 candidates
• External candidates: All other candidates are eligible to apply to positions in the NPO category as external candidates, including GS staff members holding a university degree and fulfilling eligibility requirements, regardless of grade or length of service, who may apply to any vacant NPO position in their country of assignment for which they qualify. External candidates must meet the essential minimum requirements of the position
• Remuneration: A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org
• Submission of Applications: Please kindly note this is a Fast-track vacancy. In line with Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2) timeframe for filling of vacancies should in principle be reduced by half at each stage to expedite the filling of vacancies under accelerated Fast Track procedures
• Interested internal candidates need to apply through MSRP – Self-Service – Recruiting Activities – Careers (please search by JO number or by Location). Please update your personal profiles with all required information in order to be able to apply. Please consult the attached documents for further guidance on how to update the personal profile
• Interested external applicants need to apply online and complete the mandatory motivation letter. For help with logging in to the MSRP External Portal, or with online applications, please contact the HR Unit well before the deadline to allow sufficient time for any technical problem to be resolved. External vacancies are posted on the external UNHCR website and applicants who do not have internal status must apply through the external UNHCR website. https://www.unhcr.org/careers.html – Careers – Career opportunities – Other Opportunities – Vacancies – sort by Location or search by Job Opening number
• Applications will be accepted only via the online portals. Please do not send application via email
• Not signed, incomplete and late applications will not be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees)
• This position requires functional clearance
• The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application
• UNHCR strongly encourages qualified female applicants to apply. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms gender, disability, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. All applications will be treated with the strictest confidentiality
• UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behavior and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General’s Office (IGO) at inspector@unhcr.org or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80
• For any technical problems encountered during the online application, please send an email to the below email address titled “Online VA Query-your name and surname”. Human Resources mozma@unhcr.org