Job Title: Administrative Associate Vacancy Notice: VN-145-19-MEX Position Number 145-19
Location: Ciudad de Mexico Position Grade: General Service G-6 Closing Date: 2019-09-16
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 or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or another related field.
  • Minimum 6 years of previous job experience relevant to the function; 
  • Computer skills (MS office and People soft applications).
  • Fluency in English and working knowledge of another relevant UN language or local language.

Desirable Qualifications & Competencies

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

Competencies

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

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