Hardship Level: H (no hardship)
Family Type: Family
Family Type: Family
Residential location (if applicable): Grade: NOA
Staff Member / Affiliate Type: National Professional Officer
Reason: Regular > Regular Assignment
Remote work accepted: No
Target Start Date: 2023-04-01
Job Posting End Date: April 6, 2023
Standard Job Description: Assistant Administrative Officer
Organizational Setting and Work Relationships
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.
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. 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. 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.
Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.
The incumbent may directly supervise general service 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.
- 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.
Education & Professional Work Experience
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
Relevant Job Experience
Good knowledge of UNHCR’s administrative rules and procedures. Completion of UNHCR learning programmes or specific training relevant to functions of the position.
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
CO-Drafting and Documentation
SC-UN/UNHCR Procurement Rules and Procedures
(Functional Skills marked with an asterisk* are essential)
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 assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities. 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. 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 challenges. Frequent external contacts are counterparts in other organizations or in national Government at working level related to issues of importance to the Organization’s programmes. Attends inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested. Implements and supports roll-out of systems, policies, processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations. Participates in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures. Manages contracts for the premises, cleaning and security services, and other services as and when required, and serves as a member of the Local Contracts Committee (LCC). Undertakes missions to field locations to review administrative arrangements and makes appropriate recommendations as required.
Reviews and approves the settlement of employee entitlements including DSA, and coordinates training and capacity-building activities to staff in administrative related areas.
Candidates for positions in the National Professional Officer category must be nationals of Greece (primary nationality).
This position requires functional clearance.
Required languages (expected Overall ability is at least B2 level):: English , Greek
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 position is embedded in the Administration Unit of the Country Office of the Greece operation, and it’s incumbent is expected to demonstrate maturity, undertake tasks with diplomacy and confidentiality due to the close cooperation with workforce on an array of matters (supporting arrival/ departures, visa applications, Franchise forms of household import/ export for International workforce), Ministries e.g. Ministry of Foreign Affairs (Protocol Department), as well as other high level stakeholders e.g. UN Agencies, Embassies, donors as well as suppliers. Excellent communication skills in English and Greek are required, including for the drafting of SOPs, proposals for improvement of various locally implemented Admin processes, correspondence, minutes and reports, further considering participation as Member to various committees may be required, along with a sound knowledge and direct experience with UNHCR Administrative Rules, Regulations and Procedures, on which International and local workforce alike need to be advised and supported- as applicable. Additionally, the incumbent must have the knowhow, managerial skills, and the situational judgement to be able to manage a significant number of diverse requirements and deliverables of an administrative nature, within short deadlines, in an effective and efficient way, as well as to review and manage the related budget, procurement, travel, the fleet, facilities and maintenance of premises / general administration. Previous UN experience in this area is regarded an asset.
Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of full vaccination, independently of contract type and duration, unless the candidate is based in a location with documented lack of access to COVID-19 vaccines.
Living and Working Conditions:: Greece has been one of the main entry points of refugees wishing to reach the EU. UNHCR has supported – and will continue doing so – the Government, which leads the refugee response working closely with the EU, state and municipal actors, UN agencies, international and local NGOs, refugees, local communities. While Greece is still considered a transit country, it has also become a country of asylum. UNHCR estimates that some 70,000-80,000 refugees, including those with subsidiary and temporary protection status, are currently living in Greece, in addition to some 30,000 asylum-seekers. While most refugees and asylum-seekers are in the mainland, living in and outside camps, there are currently over 4,500 in the islands. The large majority of the latter live in camps. UNHCR Greece is focused on a protection-driven approach around two pillars: 1.Access to international protection and 2.Durable solutions with a focus on integration. UNHCR uses a mix of operational engagement, CB protection efforts, expert advice provision to the Government, monitoring and improved data collection, targeted interventions and advocacy, aiming to support Greece in fulfilling its obligations to provide protection and solutions to persons in need of international protection. 3. Child protection, prevention of sexual and gender-based violence and sexual exploitation and abuse, and institutional capacity strengthening in these areas will continue to be priority, in line with the Office’s age, gender and diversity mainstreaming approach. In doing so, UNHCR seeks to build on the strengths and capacities of refugees, working together and in consultation with them.
Additional Qualifications: Skills
BA: Business Administration, BA: Economics, BA: Public AdministrationCertifications
Administration, Workforce to SuperviseCompetencies: Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
UNHCR Salary Calculator: https://icsc.un.org/Home/SalaryScales
Compendium: Additional Information: This is a National Professional Officer position. National Professional Officers are nationals of the country in which they are serving and their functions must have a national context. A written test/ functional clearance may be required.
Functional clearance: This position requires Functional Clearance.