Administrative Associate at United Nation High Commissioner for Refugees

The Office of the United Nations High Commissioner for Refugees (UNHCR) in Zambia invites candidates to apply for the following position:

Job Title: Administrative Associate
Position No: 10008593
Duty Station: Lusaka, Zambia
Contract Type/Level: FIXED TERM APPOINTMENT – GL 6
Issue Date: 29 April, 2019
Closing Date: 13 May, 2019 16:00 hrs (Local time)
Applications Details:

HOW TO APPLY

INTERNAL CANDIDATES

Staff members who wish to be considered for this position should send a motivation letter by email to

PLEASE REFER TO PPAL REGULATION No.16-22 on eligibility to apply (IOM/49-FOM/50/2012 dated 15 June refers).

Applicants should clearly indicate the Title of the Position and Vacancy Notice Number: ZAMLU/VA/2019/003 Please note that applications that do not have the post title and/or vacancy number on top of the envelope shall not be CONSIDERED.

Candidates will be required to sit for a test.

Due to the volume of applications, only short listed candidates will be invited for interview.

Former UNHCR General Service staff members, having held an Indefinite or FTA appointment for an uninterrupted period of at least one year may apply for internally advertised vacancies at their previous grade or equivalent or one grade above, if the seniority requirements are met, for a period of two years following separation.

EXTERNAL CANDIDATES

External candidates should submit a letter of motivation along with a duly completed Personal History Form.

Late applications will not be considered.

Organisational Context:  The complex emergency in the Democratic Republic of Congo (DRC) began with the violent uprising of a local militia (Kamuina Nsapu) in August 2016.Since then, the crisis has spread to provinces of Kasai, Katanga, Tanganyika and Pweto areas. Currently, more than 3 million people are displaced in the said regions. Human rights groups are reporting summary executions and other violent acts targeting particularly those who are perceived to support either government or militia. As of march 2019, a cumulative 14,136 individuals from the DRC have settled in Mantapala Settlement (Nchelenge district) which was provided by the Government Republic of Zambia. The new settlement is assisting the host communities (estimated to nearly 5,000 people) in terms of basic social infrastructures (WASH, Education and Health). Mantapala settlement has a high average of yearly rains compared to the rest of Zambia as the rain starts from Oct to May while the dry season run from Jun to Sep. The current access road to and within the settlement as well as planning drainage among the liveable blocks remains among the biggest challenges. As the settlement is newly established, the need for the expertise of an Associate Information management Office is crucial, as the planned figure is 25,000 individual (host communities included).

The Position of Admin Associate in UNHCR Branch Office Lusaka is under direct supervision of and guidance of the Admin/Finance Officer.    The incumbent will be expected to execute local procurement, act as travel focal person for UNHCR Zambia, provide Administrative support to the operation and supervise UNHCR Branch Office transport unit. The Admin/Finance Officer will be normally define general work objectives and provides necessary advice and guidance on the administrative issues to the incumbent. The incumbent will supervise some support staff; therefore, the Managerial competencies Empowering and Building, Trust Managing Performance and Managing Resources   are applicable and should be selected by the staff member and manager in the context of Performance Appraisal Management (e-PAD). The incumbent will  keep frequent contacts with staff at various levels in the UNHCR Branch Office Lusaka and occasionally with staff in other duty stations (UNHCR Field Offices) and/or Reginal Bureau and Headquarters. S/he will be in contact with local authorities, landlord, banks, suppliers and/or officials on the administrative matters, which may be of importance to the Organization.

Functional Statement:

Accountability

• The Office has adequate services and supplies to deliver its operations.
• UNHCR Office premises provide a healthy, safe and respectful working environment.
• The Office has sufficient administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records in MSRP and other systems.

Responsibility

• Perform personnel work including interpretation and processing of entitlement, issuance of contracts maintenance of various personnel records and files.
• Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements.
• Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals.
• Brief international personnel on general administrative matters relating to visas, licences, security; provide advice and ensure administrative support as required.
• Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes and make recommendations for follow-up action.
• Prepare, on own initiative, correspondence, reports, evaluations and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility.
• Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records.
• In addition to general administration responsibilities, may also supervise directly or indirectly, activities concerned with office and grounds maintenance, security, transport and similar services.
• Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.
• Provide interpretation of administrative rules, regulations and procedures.
• Perform other relevant duties as required.

Authority

• Negotiate with service providers for the office.
• Purchase materials and contract services for the office within the delegated authority limits.
• Access the relevant information and financial records, Focus/MSRP data.
• Verify the accuracy of data and reports pertaining to the functions.

Minimum Education and Experience:

• Completion of secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related fields.
• Minimum 6 years of previous job experience relevant to the functions.
• Computer skills (MS office and People soft applications).
• Fluency in English and working knowledge of another relevant UN language or local language (as applicable in the duty station).

Desirable Qualifications & Competencies:

• Knowledge of UNHCR administrative and financial rules and procedures.
• Knowledge and working experience of MSRP HR, Finance and EPM Budget applications.
• Completion of UNHCR learning programmes or specific training relevant to functions of the position.
• Knowledge of another relevant UN or local languages.

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