Jobs - 42149- Associate Administrative Officer, FTA (UNHCR, posi

Associate Administrative Officer, FTA (UNHCR, position with a lien)

Location :

Kyiv, UKRAINE

Type of Contract :

FTA Local

Starting Date :

01-Jan-2014

Application Deadline :

10-Dec-13 (Midnight New York, USA)

Post Level :

NO-B

Duration of Initial Contract :

3 months probation with extension till the end of 2014

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

This position functions as head of admin unit which cover finance, human resources and general administrative services. The incumbent will establish and maintain efficient administrative control mechanisms to ensure compliance with UNHCR and UN administrative, human resources and financial rules and procedures.
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.
Frequent internal contacts with the functional units at UNHCR Geneva, Budapest.
The incumbent directly supervises general service staff.

Accountability (key results that will be achieved)

Administrative staff is well-informed and understands UNHCR’s human resources policies and practices, is aware of the Code of Conduct and acts with integrity.
UNHCR office premises for the country operation are managed in an efficient and cost-effective manner and provide a healthy, safe and respectful working environment.
UNHCR's financial rules and regulations, policies and procedures are adhered to by the country operation.
The office has adequate services and supplies to deliver its operations.
The office complies with UN security standards.

Duties and Responsibilities

Responsibility (process and functions undertaken to achieve results)

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.
Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff.
Coordinate training and capacity-building activities to staff in administrative related areas.
Assist with the preparation of staffing and ABOD requirements for the office.
Provide guidance and support on UNHCR's internal control framework, financial rules, policies and procedures.
Control and check the monthly accounts and various administrative activities, in order to verify and certify disbursements are in accordance with the administrative budget and UNHCR’s Financial Rules.
Support local procurement for the smooth running of the office.
Monitor the quality and timeliness of goods and services delivered to the office.
Manage contracts and relations with suppliers.

Authority (decisions made in executing responsibilities and to achieve results)

Enforce local compliance with UNHCR’s workplace standards.
Allocate office space.
Propose service providers (e.g. building security guards and cleaning companies).
Purchase materials and contract services for the office, as requested.
Participate in the interview process for the recruitment of local staff.
Certify that disbursements are in accordance with the administrative budget and UNHCR’s Financial Rules.

Competencies

Managerial Competencies
1. Empowering and Building Trust
2. Managing Performance
3. Judgement and Decision Making
4. Strategic Planning and Vision
5. Leadership
6. Managing Resources

Cross-Functional Competencies
1. Analytical Thinking
2. Innovation and Creativity
3. Technological Awareness
4. Negotiation and Conflict Resolution
5. Planning and Organizing
6. Policy Development and Research
7. Political Awareness
8. Stakeholder Management
9. Change Capability and Adaptability

Required Skills and Experience

Essential minimum qualifications and professional experience required:

University Degree in Accounting, Finance, Public or Business Administration, Economics or related field.
Minimum four years (2 years with Advanced University degree) of relevant job experience.
Excellent computer skills, in particular in MS Office applications.
Excellent communication skills.
Excellent knowledge of English and working knowledge of another UN language.

Desirable qualifications & competencies:

Working experience of at least one year in an intergovernmental organization (United Nations or similar).
Good knowledge of UNHCR’s administrative rules and procedures.
Working experience with PeopleSoft/Oracle Financial and/or HR modules.

Note: Only candidates who are short-listed will be contacted.

Interested qualified personnel, meeting all the requirements can send their Personnel History Form (P11) and Cover letter to vacancy@unhcr.org, stating in the “Subject” the position you are applying for, not later than 10 December 2013.