Snr Admin Associate

A (least hardship)FamilyFamily GS7General Service

Reason

Regular > Regular AssignmentNo2024-11-01November 11, 2024

Senior Administrative Associate

Organizational 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 organization 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 Organization.

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 specialized areas.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized 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
Years of Experience / Degree Level
For G7 - 4 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Business Administration, Finance, Office Management, Human Resources
or other related field
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Not specified

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.

The Multicounty Office in Argentina (MCO ARG) covers Argentina, Bolivia, Chile, Paraguay and Uruguay, mainly countries of destination for refugees and migrants with need for immediate humanitarian assistance, protection intervention and, at the later stage, for various types of durable solu-tions.

The Senior Administrative Associate is based in Buenos Aires, Argentina and supports the MCO ARG in the implementation of general administrative, resource management and finance tasks required in all UNHCR offices in Argentina, Chile, Uruguay and a field presence in Bolivia. The incumbent will work quite independently on regular assignment with an oversight from the supervisor, who will provide general guidance and workplan for identifying work priorities and appropriate approaches in all administrative, budgetary and finance matters, addressing day to day tasks and contributing to deliver activities in compliance with UNHCR and UN Financial Rules and Regulations.


Under the supervision of the Deputy Representative and/or the Administrative Officer, the incumbent will have regular contacts on administrative/budgetary/finance related issues with the Regional Bureau of the Americas and HQs. S/he will liaise with local suppliers/services to ensure provision of services and resolution of problems. Frequent external contacts are counterparts in other organizations (including UN Agencies), bank officials, national Governments at working level on issues of importance to the Organization’s programmes. Regular contacts with colleagues of different units (programme, supply, human resources, communications, protection) are necessary to perform all duties. Fluency in Spanish and English is required as well as the ability to work independently and under supervision, effectively prioritize tasks, and develop strong working relationships with stakeholders across the region.

The ideal candidate should have worked experience within International Organizations and or NGOs and Public Government Sector, as well as a good understanding of accrual accounting standards such as IPSAS or IFRS. The ability to work with financial platforms such as People Soft/Oracle/SAP is required.

Excellent communication skills to effectively present and explain complex data and information management initiatives and the ability to build good interpersonal relations and a team player attitude is a must.


Desirable Skills
• On the OC we can mention required experience in Intern. Organizations such as …. Not only UN since it would be considered discriminatory.
• (Present as desirable in Standard Job Description)
• Good understanding of accrual accounting (such as IPSAS or IFRS).
• Working experience with PeopleSoft/Oracle Financial modules.Spanish

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English

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

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, Organizational awareness, Planning & organizing, Teamwork & collaboration

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

Compendium

Additional Information

This position doesn't require a functional clearance