Job Title: Administrative Associate Vacancy Notice: VN-044-20-MEX Position Number 10025730 (Readvertisement)
Location: Ciudad de Mexico Position Grade: G-6 Closing Date: 2020-03-01
Organizational Context

The Administrative Associate is responsible for the office management in assisting the concerned manager in the implementation of general administrative and resource management tasks. 

The Administrative Associate is normally supervised by a (Senior) Administrative Officer or a National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff. S/he keeps frequent contacts with staff at various levels in the office and occasionally with staff at the same level in other duty stations and/or Headquarters; with local suppliers and/or officials and/or Implementing Partners (IPs) on subject matters which may be of importance to the Organization.

Accountability

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.

Responsibility

  • Assist the supervisor in the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
  • Assist the supervisor in ensuring the UNHCR Office premises provide a healthy, safe and respectful working environment.
  • Provide 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.
  • Provide interpretation of administrative rules, regulations and procedures. Perform personnel work including 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.
  • Perform other related duties as required.

 

 

 

Authority

N/A

Essential Minimum Qualifications and Experience

  • Completion of secondary education with post-secondary certificate/training in Business Administration, Finance, Office Management, Human Resources or other related fields.
  • Minimum 6 years of previous job experience relevant to the function;
  • Knowledge of English and/or UN working language of the duty station if not English
  • IT-Computer Literacy

Desirable Qualifications & Competencies

  • Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Competencies

  • Managing Resources
  • Analytical Thinking
  • Planning and Organizing
  • Change Capability and Adaptability



ELIGIBILITY 

Internal candidates 
General Service Staff members currently serving in the country where the vacancy exists, who have been appointed through the AC process and have indefinite or Fixed Term appointment. Interested staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL). 

External candidates must be legally present in Mexico at the time of application, recruitment and hire.



Submission of Applications:

If you wish to be considered for this vacancy, please submit your application on http://mexico.unhcr.io/land.php by 01 March 2020.

Shortlisted candidates may be required to sit for a test. Only shortlisted candidates will be notified. No late applications will be accepted.

Se puede aplicar un examen escrito.

UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.

El ACNUR está comprometido con la diversidad y acepta solicitudes de candidatos calificados, independientemente de su género, discapacidad, estado civil, raza, color, origen étnico y nacional, religión o creencias, y orientación sexual.


UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

Tome nota que el ACNUR no cobrará ningún cargo en ninguna de las fases del proceso de reclutamiento y selección.

Mexican citizenship or permanent residency in Mexico is needed. 
 
ACNUR no prevé ningún apoyo relacionado a permisos de trabajo en México. Los candidatos expatriados son bienvenidos, pero deben contar con la residencia permanente.



REMUNERATION

A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, please visit the portal of the International Civil Service Commission at: http://icsc.un.org

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