- Organization: UNHCR – United Nations High Commissioner for Refugees
- Location: Afghanistan
- Grade: Level not specified – Level not specified
- Occupational Groups:
- Operations and Administrations
E (most hardship)
Non FamilyDanger Pay
Residential location (if applicable)
Staff Member / Affiliate Type
ReasonRegular > Regular Assignment
Remote work accepted
Target Start Date
Job Posting End Date
February 16, 2023
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
Candidate should have experience in a complex working environment
Candidate should have hands on experience in all administrative transactions and managing office and accommodation premises in accordance to organisational policies
The suitable candidate is expected to have good knowledge of UNHCR’s administrative rules and procedures and considerable experience in Admin and Finance related activities.
Candidate should have managerial experience.
Required languages (expected Overall ability is at least B2 level):
Occupational Safety and Health Considerations:
Staff interested in the position should be mentally, psychologically and physically fit and ready to face situations when required to be locked down in the compounds and the bunkers for the extended period due to incidents.
All international staff benefit from R & R (Rest and Recuperation) that is currently on a 4-week cycle for the entire country.
Access to healthcare facilities in Afghanistan is constrained by shortage of doctors, medical equipment, and poor standards of care. There is a general lack of sufficiently trained health workers and quality medicines in both public and private medical facilities. For basic medical support, UNHCR staff have access to UNAMA clinic, which provides basic health care support. In rare cases, Nangarhar public hospital, may be utilized as the first line of support. Therefore the staff assigned to the duty must be in good health. Candidates with conditions requiring regular treatment or medical supervision should be appropriately advised. Banking facilities and ATM machines are available within the bank premises and other public locations. A limited number of banks accept international debit/credit cards.
Nature of Position:
The Associate Administrative Officer is responsible for supporting the Office 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.
Living and Working Conditions:
Afghanistan is a high-risk country with a very complex operational environment, characterized by uncertainty and frequent security incidents. Movement by all personnel is restricted and closely coordinated and monitored by the security officers. All international staff are accommodated in MOSS compliant shared compounds and/or UNHCR rented guest houses.
Generally, the living conditions are characterized by physical and social isolation; Jalalabad is category E, non-family duty station where there is little entertainment available. International staff members live in the guest house conjoining the office compound where the minimum standards of UNHCR-provided accommodation are. Daily radio check is required from 19:00-21:00
Visits to restaurants, other social venues or in friend’s houses are prohibited except in UN compounds and Embassies. The situation is frustrating and increases stress making it difficult for some colleagues to cope with this type of life.
Considering the serious restrictions on staff movement, it is crucial that the incumbent demonstrates maturity and a positive attitude whenever confronted with adversity and restraints in his/her social life.
BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)
CompetenciesAccountability, 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
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Add.2 to Bi-annual Compendium 2022 – Part B
This position requires Functional Clearance
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