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Admin Officer – Mogadisho 44 views

Job Expired
Mogadishu (SO), Somalia
Full time
Posted 2 Days Ago
JR2204819

Hardship Level

E (most hardship)Family Type

Non Family with Residential Location

Family Type

Non Family with Residential LocationDanger PayResidential location (if applicable)

Nairobi (CO), Kenya

Grade

PR3Staff Member / Affiliate Type

ProfessionalReason

Regular > Regular AssignmentRemote work accepted

NoTarget Start Date

2022-11-21-08:00Job Posting End Date

December 15, 2022

Standard Job Description

Administrative Officer Organizational Setting and Work Relationships The Administrative Officer is responsible for the implementation of general administrative and resource management tasks as delegated by the supervisor. S/he will work 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. The incumbent will maintain 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 may directly supervise local 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. – Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.). – Attend inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested. – Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. – Coordinate the preparation of staffing and administrative budget requirements for the office. – Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. – Manage contracts for the premises, cleaning and security services, and other services as and when required. – Serve as a member of the Local Contracts Committee (LCC). – Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required. – Provide guidance and oversight on processes related to the mission travel of staff. – In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff. – Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP). – Coordinate training and capacity-building activities to staff in administrative related areas. – 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 Years of Experience / Degree Level For P3/NOC – 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree Field(s) of Education Accounting; 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 At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications. Desirable Completion of relevant UNHCR learning programme. Functional Skills MG-Resource Management GB-Building Maintenance SC-Contract management SC-Inventory / Stock 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

Required languages (expected Overall ability is at least B2 level):

,

Desired languages

,

Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The Administrative Officer reports to the Head of Sub Office Mogadishu (SOM). S/he is responsible to coordinate and provide appropriate guidance related to Administrative, Finance and Human Resources management issue at SOM while maintaining close contact with the Snr. Admin. Officer at RO Mogadishu. The Admin Officer manages Administrative and Finance functions of Sub Office Mogadishu and covers UNHCR ‘s operation in South Central Somalia (including Kismayo, Dollow, baidoa and Dhobley Field units). It co-shares ABOD and cost center 12101 with the Representation office. It also operates 5 petty cash accounts; 1 at the Sub Office and 4 at each Field Unit. The pay-cycle is centrally managed at UNHCR support office in Nairobi nonetheless all payments are created at the originating field office based in Somalia while cash disbursements to payees in Somalia are done through Standard Chartered Bank Nairobi via AMAL a financial service provider. The incumbent is required to support procurement and supply activities at SO Mogadishu. Though the human resources team and management process is centralized at support office Nairobi nevertheless each field office takes the lead in filling vacancies especially for national positions. In addition to the organization ‘s education and experience requirement, while supporting the HoSO to administer the Sub Office, the incumbent is required to support 4 field units each headed by P3 – Field Officer (Protection). The incumbent will also provide daily technically supervision, guidance and coaching to 2 GL Admin/Finance staff and one ICT staff at the Sub Office and 1 Admin./Finance Staff each at the 4 Field Units. S/he will play a pivotal role in direct implementation of an existing CBI programme programme with specific focus on the finance aspect and management of CBI open-items. S/he will also supervise 2 drivers at the Sub Office. Hence, the incumbent is required to have solid managerial experience in similar operational conext with exposure to cash based intervention programmes. The incumbers is also required to have work experience in financial management at UNHCR Field office level. Additionally, s/he has to have good knowledge of UNHCR systems (such as Focus and MSRP and UN financial rules and procedures.

Living and Working Conditions:

The UNHCR Somalia operation is complex in nature. Given the complexity of the crisis, the capability of UNHCR to provide assistance to the people in need in different areas of Somalia according to its mandate lies in its ability to adjust its response taking into account the different local realities which vary from one area to the other. Mogadishu is Non-Family E- duty station with highly stressful work context where capacity for self-care is critical. Mogadishu has a relatively dry climate and it is classified as hot and semi-arid. Due to security restrictions UNHCR International staff in Mogadishu reside in two privately owned guest houses, rented by UNHCR within Aden Abdulahi International Airport (AAIA) protected by AMISOM cleared by UNDSS with limit staff ceiling per location. International Staff are restricted to live within AAIA. The Offices are also located within AAIA whereby the Representation Office is located in UNSOS compound while the Sub-Office for South Central is hosted in RA private compound. The accommodations have self-contained rooms, and they also offer restaurants, cafeteria and gyms. Other leisure and recreational facilities are very limited. Overnight stay in all other field locations is in UN approved guest houses apart from Hargeisa which is approved UNDSS hotel. Travel to the field locations is mainly through regular UN flights. No local banking facilities; but there is an ATM Machine where staff can withdraw USD using Visa / Master credit/debit cards. There are two Level I Hospitals within AAIA for basic and emergency health services. UN security structures in Somalia are robust and generally effective in managing risk. UNHCR ‘s posture is appropriate in its major offices, including three FSAs posts, but less assured in outlying areas where field or satellite offices are envisioned to be established.

Additional Qualifications

Skills

Education

BA: Accounting (Required), BA: Business Administration (Required), BA: Economics (Required), BA: Finance (Required), BA: Public Administration (Required)Certifications

Financial Management – Other, Human Resources Management – OtherWork Experience

Annual Budget OL in Operation/Office, Number of Persons of Concern Served, Number of Workforce in Operation/Work Setting, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Internally Displaced Persons, Working with Persons of Concern: Refugees, Working with Persons of Concern: Returned RefugeesCompetencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

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

Compendium

Bi-annual Compendium 2022 Part B – November 2022Functional clearance

This position requires Functional Clearance

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