Job Description

This Job Opening is available to eligible UNHCR staff members and external applicants. Assistant Administrative Officer 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 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 n/a; Relevant Job Experience Essential: - 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 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. 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. Please also note that Arabic and English are essential for this Job Opening. Only short-listed candidates will be contacted.  Shortlisted candidates may be required to sit for written test and/or oral interview. UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. UNHCR has a ZERO TOLERANCE policy on sexual exploitation and abuse, and sexual harassment. Successful candidates will be subject to mandatory UN Sexual Exploitation and Abuse and Sexual Harassment clearance check prior to receiving an offer. UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). All applications will be treated with the strictest confidentiality. See below for this postion's Operational Context 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. Contribute to providing a healthy and respectful working environment, free from hazard or security risks; Assist with the implementation of Administrative and financial processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations; 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 where UNHCR resources in the office are managed in an efficient and cost-effective manner. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the UNHCR Lebanon operation and at HQs as well as 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. Assistant Admin Officer will establish and maintain efficient administrative services to support the office operation. The incumbent may be requested to certify that disbursements are in accordance with the administrative budget and UNHCR¿s Financial Rules and may be assigned on DOAP to act as technical approval to approve vouchers related to ABOD. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations. S/he will report to the Senior Admin/Finance Officer, 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. Interested qualified Group 1, Group 2 and external candidates meeting the requirements of the Job Descriptions posted online can apply as follows no later than 26 July 2020 Midnight Geneva Time.
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