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.

The ideal candidate needs to be a competent, flexible, solutions-oriented, and proactive team-player. Experiences in the field in both refugees and IDPs operations are a plus. Speaking Portuguese language is an asset.