Organisational Setting and Work Relationships

The Senior Administrative Associate is responsible for assisting the concerned manager in the implementation of general administrative and resource management tasks. The incumbent 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 and conformity to policy and procedures. S/he is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer.

The incumbent may directly supervises some support staff. Contacts on administrative related issues are mainly with Sections/Units/Offices within the organisation both at HQ and in the Field and with local suppliers/services/partners/national authorities on routine subject matters as well as on matters of importance to the organisation.

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

• Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
• Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
• Analyses and maintains an overview of the work of the office to ensure that timely administrative support is provided in general and specialised areas.
• Participates in the recruitment and training of General Service staff for specialised and non-specialised work and assigns General Service staff to meet work requirements.
• Reviews and evaluates work of subordinates directly or through lower-level supervisors.
• In addition to general administration responsibilities, may also supervise, directly and indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
• Briefs international personnel on general administrative matters, provides advice and ensures administrative support as required.
• Advises and assists senior staff in the area of office management.
• Arranges for and/or attends meetings on day-to-day administrative matters, participates in discussions of new or revised procedures and practices, interprets and assesses the impact of changes and makes recommendations for follow-up action.
• Prepares correspondence, special reports, evaluations and justifications as required on general administrative or specialized tasks that may be of a confidential nature within the assigned area of responsibility.
• 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

• For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Certificates and/or Licenses

• Business Administration, Finance, Office Management, Human Resources
  or other related field

Desirable:

• Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

• *IT-Computer Literacy
  BU-PeopleSoft EPM/Budget
• *CO-Drafting and Documentation
• *UN-UN/UNHCR Administrative Rules, Regulations and Procedures
  SC-UN/UNHCR Procurement Rules and Procedures

(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

Due to the fast-changing environment and the wide breadth of tasks of the Senior Administrative Associate, the ideal candidate will be proactive, flexible, adaptable, comfortable with working in a fast-paced environment, and work well with other team members, especially under pressure.

• Experience in accounting/bookkeeping, including using Enterprise Resource Planning packages such as Oracle Cloud ERP.
• Experience in human resource management, including using digital HR solutions such as Workday.
• Technological awareness and proficiency in a range of online platforms, SharePoint, MS Teams, Microsoft Office365 suite, and video conferencing software.
• Strong administrative, organisational and time management skills, with a high level of attention to detail and confidentiality.
• Flexibility, adaptability and ability to work autonomously and to collaborate with other team members. Proactive in problem-solving.
• Experience implementing records management policies and systems.
• Sound understanding of UNHCR’s mandate and its role as a United Nations agency and humanitarian protection organisation.
• Strong oral and written communication skills.
• A certificate in business administration, finance, and/or human resources or related field.

Nature of Position:

UNHCR’s Multi-Country Office (MCO) in Canberra is responsible for the promotion of refugee protection and solutions in Australia, New Zealand and the wider Pacific (Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Marshall Islands, Nauru, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu and Vanuatu). The office also works on statelessness and engages a wide range of actors including government officials, civil society, other UN agencies and the international community, private sector and other donors, and refugees and refugee-led organisations. The Office comprises some 18-25 personnel, currently located in two offices in Canberra and 1 staff member in Papua New Guinea.

The Senior Administrative Associate reports to the Representative or Deputy Representative and supervises and is supported by a Senior Administrative Assistant. It is a senior position within the Office, responsible for the smooth, effective and efficient administration of the Office (admin, finance and budget, facilities management, and some human resources). Among other things, the position is responsible for overseeing the processing of financial transactions and reconciliations in line with relevant policies and procedures; reviewing and approving international and domestic travel bookings; reviewing and advising on resource management and expenditure rates; records management; and managing service providers and activities concerned with office maintenance, security, transport and similar services. The Senior Administrative Associate is also the designated HR focal point for the MCO with responsibilities to advise management in regard to HR policies, liaise with the regional Bureau on HR matters, keep up to date with new policies or policy changes, and support hiring managers in appointments/assignments and contract administration.

Additional Qualifications

Skills:

• BU-PeopleSoft EPM/Budget
• CO-Drafting and Documentation
• IT-Computer Literacy
• SC-UN/UNHCR Procurement Rules and Procedures
• UN-UN/UNHCR Administrative Rules, Regulations and Procedures

Certifications:

• Business Administration - Other, Finance - Other, Human Resources - Other, Office Management - Other

Competencies:

• Accountability
• Analytical thinking
• Change capability & adaptability
• Client & results orientation
• Commitment to continuous learning
• Communication, Managing performance
• Organisational awareness
• Planning & organising
• Teamwork & collaboration

UNHCR Salary Calculator

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

Functional clearance

This position doesn't require a functional clearance