Senior Admin Officer – Mogadishu 21 views

Hardship Level: E (most hardship)

Family Type: Non Family with Residential Location

Family Type: Non Family with Residential LocationDanger Pay

Residential location (if applicable): Nairobi (CO), Kenya

Grade: PR4

Staff Member / Affiliate Type: Professional

Reason: Regular > Regular Assignment

Remote work accepted: No

Target Start Date: 2023-03-24

Job Posting End Date: April 20, 2023

Standard Job Description: Senior Administrative Officer

Organizational Setting and Work Relationships

The Senior Administrative Officer is part of the Senior Management of an office. The incumbent 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.

The Senior Administrative Officer 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. S/he 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 professional and general service staff, either local or international.

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

• •  Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
  •  Manage the day-to-day personnel and administrative operations of the Office.
  •  Ensure that the working environment is healthy and respectful, and free from hazard or security risks.
  •  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.
  •  Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
  •  Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs).Ensure MOSS/MORSS compliance in consultation with FSOs.
  •  Bring issues to the attention of senior management relating to compliance with UNHCR standards of work-life balance, security (including MOSS/MORSS), health, well-being and living conditions of staff, and resource allocation.
  •  Allocate office space.
  •  Liaise with Government and other external actors in providing vital supportive services (i.e. processing of visas; tax exemptions, etc.).
  •  Attend inter-agency meetings with other UN agencies with specific focus on general administration, staff safety and human resources issues (i.e. common services).
  •  In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff

• •  Serve in an advisory capacity in counselling staff members.

•  Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
•  Advise on matters pertaining to administrative and staffing requirements in the Division/Bureau/Office.
•  In cooperation with HR, endorse staffing management strategies, and ensure local compliance with UNHCR’s workplace standards.
•  Issue and extend contracts for locally recruited staff.
•  Coordinate training and capacity-building activities to staff in administrative related areas.
•  Provide guidance and support on UNHCR’s internal control framework, financial rules, policies and procedures.
•  Prepare the ABOD for the Office, and monitor the budgetary execution of it.
•  Control and check the monthly accounts and various administrative activities.
•  Ensure that appropriate internal controls are in place.
•  In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office.
•  Manage contracts and relations with suppliers.
•  Recommend local service providers (e.g. building security guards and cleaning companies).
•  Award, issue and terminate (local) contracts and frame agreements in accordance with delegated authorities and UNHCR regulations, rules and procedures.
•  Serve as a member of the Local Contracts Committee (LCC) in accordance with delegated authorities.
•  Participate in the physical verification of UNHCR property plant and equipment.
•  Enforce compliance with UNHCR’s financial and administrative rules, policies and instructions.
•  Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level

For P4/NOD – 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 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

UNHCR Management Learning Programme

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential: Minimum 5 years of relevant work experience in an International Organization (United Nations or similar). Good understanding and/or experience of financial and HR modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle). Excellent communication and negotiation skills. Experience of managing people in a multinational/multicultural environments.

Desirable: Completion of relevant UNHCR Management learning programme. Experience in procurement in an International Organization. Accounting qualification from an internationally recognized Institute of Accounting.

Functional Skills

IT-Computer Literacy

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

CO-Drafting and Documentation

MG-Resource Management

GB-Building Maintenance

SC-Inventory / Stock management

DV-Vehicle 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: The incumbent is required to have experience in supervising ICT, HR Admin and Finance teams, a good understanding of UNHCR financial management, budgeting processes and possess solid administrative skills. Besides the functional competencies, the incumbent should have proven managerial and leadership skills. S/he should have proven experience in financial management, planning, implementing, and monitoring the operational activities as well as experience in working effectively internally with Sub offices and externally with different partners, banks and local suppliers and Government requiring good negotiation and interpersonal skills. The incumbent should possess solid leadership skills with ability to empower and coach staff in systems and ensure compliance with financial rules and regulations. Ability to offer oversight and support capacity to ensure effective administrative and financial systems. Mastery of Financial and Supply chain tools such as COMPASS and MSRP is essential towards ensuring that the office resources are allocated efficiently and transparently to meet the country operation’s objectives and priorities, preparation of the monthly and year-end financial reports, as well as the provision of evidence-based advice to UNHCR Administrative and Finance staff at the Representation office and in the field.

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:: UNHCR Representation in Somalia has three Sub-Offices (Mogadishu, Hargeisa and Galkayo), one Field Office in Bossaso, and six Field Units in Garowe, Barbera, Kismayo, Baidoa, Dhobley and Dollow. The Senior Administrative Officer shall represent UNHCR at different UN coordination meetings namely the OMT, Budget Committee, Programme Criticality Custodial Group(PCCG), Business Operations Strategy(BOS) team and ensure UNHCR inputs towards the establishment of country ‘s United Nations Coorperation Strategic Framework-UNCSF are well presented. Additional duties The Senior Administrative Officer leads the Financial management and control in adherence to financial guidelines and negotiations with the Government authorities and the FSPs on related matters. Reporting line The Senior Administrative Officer shall be under the direct supervision of the Representative. He/She shall provide direct functional supervision to 3 International Staff in the unit, namely the Finance Officer-P3, Human Resources Officer-P3, ICT Officer as well as 6 National staff. On supervisory responsibilities he/she shall provide indirect technical supervision to Admin/Finance staff assigned in the 3 sub-offices of the operation. Living and Working Conditions:: The security situation in Mogadishu is well-known for being volatile and unpredictable. The incumbent should therefore have experience in working in stressful conditions, have sound security awareness, and be sensitive to social, cultural and religious norms.

UNHCR Mogadishu has its own accommodation and Office compound within the AMISOM protected area. There are several restaurants and shops within the protected area that staff can find different food and non-food items. There is no banking service but there are several ATM machines within the protected area where staff can withdraw up to 500USD at a time with Visa cards. USD is also commonly used locally in cash during shopping. There is a PX shop within AAIA AMISOM protected area, where basic food, beverage and clothes stuff can be bought. UNSOS has level II hospital in the compound accessible to UN staff on a cost recovery basis through the Office. For recreational activities, the accommodations as well as UNSOS compound have gym & sport facility that are accessible to UN staff and residents. Also, international staff can walk around certain unrestricted perimeter of the UN compound such the seaside etc. Mogadishu airport called Adan Abdullahi International Airport located within the AMISOM protected area within few minutes’ drive away from the accommodation. There is reliable telephone and internet service in the compound.

Staff members are provided radio equipment, mobile sim card, laptop and PPE on arrival. Mogadishu is a high-risk non-family E-duty station with 4 weeks R&R cycle. Field missions by international staff requires security escort within a very limited radius of the Town and must be planned in advance in close cooperation with Security Officer.

Staff are required to complete all mandatory trainings including BSAFE before travel, as well as SSAFE is feasible. There is daily UN Flight from Mogadishu to Nairobi. Additionally, there are few airlines with a daily flight from Mogadishu to Nairobi, Addis Ababa and Istanbul.

Additional Qualifications: Skills

FI-General Financial ManagementEducation

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

HCR Management Learning Program – UNHCRWork 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 IDPs, Working with Persons of Concern: Returned RefugeesCompetencies: Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales

Compendium: March 2023 Compendium – Part B

Additional Information: Functional clearance: This position requires Functional Clearance.