Senior Admin Associate - UNHCR

Job Type:  Full Time

Job Sector: NGO/Development

Job Location: Dhaka

Deadline: 26 February, 2022

Organizational Context:

As of 31 December 2021, approximately 900,000 Rohingya refugees reside in 34  camps in Ukhiya and Teknaf Upazilas of Cox's Bazar District. With the support from various actors including the Government of Bangladesh, donors, NGOs, INGOs, UNHCR provides humanitarian assistance in 16 camps and support to the neighboring host community. In this regard, UNHCR implements comprehensive protection strategies including registration, legal assistance, child protection, prevention of and response to GBV, education, health & nutrition, water & sanitation, shelter, environmental management, energy access and other assistance programmes, including support to authorities in site management. UNHCR applies a participatory approach to engage refugees through community groups and volunteerism in the design and implementation of its interventions.

From November 2021, UNHCR in collaboration with other UN agencies and NGO has begun activities to support the Government of Bangladesh in providing protection and assistance to approximately 19,000 refugees currently residing on Bhasan Char Island. The incumbent of the position will be stationed in Cox's Bazar with regular and frequent missions to Bhasan Char that can take several weeks.

Snr Admin Assistant will report to the Head of Office in Bhasan Char and will be responsible to provide administrative support to the office and in particular all activities related to regular movement and missions of UNHCR staff to/from Bhasan Char. This will include close level of coordination with all units in UNHCR as well as with other UN agencies, therefore strong communication, planning and organizing skills are essential. Having regular presence of UNHCR staff on Bhasan Char, regular support and coordination will be required for the common services facilities (common UN office space, accommodation).

Snr Admin Assistant will supervise drivers and other support staff when/if required. Communication with vendors and other stakeholders, including government officials may be required.

Snr Admin Assistant will be functionally guided by the Administrative Officer based in Cox's Bazar and closely collaborate with Admin, Finance and HR teams to ensure full support to Bhasan Char based staff. The incumbent of the positions will also coordinate with Supply unit in Cox's Bazar to facilitate receipt and movement of goods and properties and provide other logistical assistance when required. In addition, some basic finance duties are expected to be performed by the Snr Admin Assistant to maintain day-to-day expenditures and prepare relevant reports.

Excellent English drafting skills, proficient use of MS applications are mandatory. Given the special operational environment in Bhasan Char, the Snr Admin Assistant is expected to demonstrate strong interpersonal, communication and client-oriented behavior, remain flexible and responsive to emergency situations and contribute to smooth collaboration with UN and other staff. Female candidates are encouraged to apply.

Responsibilities:

Assist in interpreting and processing of entitlements, issuance of contracts and maintenance of various personnel records and files.

Attend meetings on day-to-day admin matters; administer the movement of UNHCR staff members and monitor their attendance records, leave plans, overtime and visa requirements.

Search office files and records relating to a variety of topics for information and reference.  Select information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.

Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.

Assist in administrative formalities related to travel arrangements and issuance/ renewal of visas, licences, travel arrangements and other similar documents.

Draft correspondence and reports, as required, on general administrative or specialized tasks which may be of a confidential nature within the assigned area of responsibility; Type correspondence, documents and reports, some of which may be highly confidential.

Arrange appointments and maintain supervisor's calendar, receive visitors, place and screen telephone calls and answer queries with discretion; Keep lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.

Assist the management to organise and run UNHCR Office and Residential (wherever applicable) compounds.

Facilitate various official missions of UNHCR staff and other persons of concern to UNHCR.

Prepare attestations and certificates required by the staff members for signature of senior officer.

Assist in processing MIP and various other claims by UNHCR staff and other clients of UNHCR.

Perform other related duties as required.

Minimum Qualification:

Years of Experience / Degree Level: For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

Certificates and/or Licenses:  Business Administration, Finance, Office Management, Human Resources or other related field.;  

Language: Knowledge of English and UN working language of the duty station if not English and local language.

Desirable Qualifications & Competencies:

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

Functional Skills:

*IT-Computer Literacy

UN-UN/UNHCR Administrative Rules, Regulations and Procedures;

UN-UN/UNHCR Financial Rules and Regulations and Procedures

IT-PeopleSoft Applications    

(Functional Skills marked with an asterisk* are essential)

Desirable Skills:

Skill                                                                   Mandatory / Desirable

Supply Chain Management                             Mandatory

Financial Accounting                                       Mandatory

Management                                                   Mandatory

Certificate                                                       Mandatory / Desirable

Procurement                                                   Desirable

IPSAS-Accounting for PPE                             Desirable

Finance                                                               Desirable

IPSAS-Accrual Account/Basics                       Desirable

Management                                                          Desirable

Accountability and Authority:

Competency requirements

Core Competencies

Accountability

Communication

Organizational Awareness

Managerial Competencies:

Empowering and Building Trust

Cross-Functional Competencies:

Analytical Thinking

Planning and Organizing

Stakeholder Management

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.

Eligibility:

Submission of Applications:

Interested staff members should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS, UNHCR/AI/2020/1/Rev.2). If you have questions regarding your eligibility, you may also contact the HR Unit.

In line with the RALS, the below categories of candidates are eligible to apply for internally advertised vacancies.

Group 1 candidates: Group 1 comprises current GS staff members holding an indefinite or fixed-term appointment who, at the date of the deadline for application, are serving in the country of the vacancy at the grade of the position or one grade below or above.

Group 2 candidates: Group 2 comprises candidates from the below categories after completion of one cumulative or continuous year of service in the country of the vacancy. They must also meet the essential minimum requirements of the position.

Currently employed locally recruited UNHCR staff members holding a Temporary Appointment;

Former locally recruited UNHCR staff members who held an indefinite or fixed-term appointment (within 2 years of separation for males and 5 years for females);

National United Nations Volunteers currently working for UNHCR;

National UNOPS and individual contractors currently working for UNHCR;

Current GS staff members holding an indefinite or fixed-term appointment applying to a position in the same category two grades above the staff member's personal grade;

Current UNHCR staff members in the International Professional category holding an indefinite or fixed-term appointment applying to a GS post;

Current UNHCR staff members in the NPO category holding an indefinite or fixed-term appointment applying to a GS post;

Current locally recruited female staff members from other UN system Organizations holding the equivalent of an indefinite or fixed-term appointment.

External candidates: External candidates are candidates who are not in Group 1 or Group 2. They must meet the essential minimum requirements of the position and candidates not citizens of the country must comply with all eligibility requirements for employment in line with the prevailing legislative prerequisites in the country.

Submission of Applications:

Interested candidates meeting the above requirements are requested to submit their applications online via UNHCR Bangladesh Job Portal https://bgdco.unhcr.org/Apps/jobportal/jobs

Candidates must comply with the below mandatory requirements. Non-compliance with any of the below points will immediately disqualify the candidacy of the applicant:

Submit fully updated, completed, and signed Personal History Form (PHF/P11) and Supplementary forms in PDF format. P11 (PHF) should always be in PDF format, and in UNHCR template. Any other formats will not be accepted

For Internal applicants: Submit your updated FactSheet.

When applying, interested candidates must clearly indicate the Position Title, Position Number and Vacancy Notice number in their application

Only Shortlisted candidates will be contacted for the Assessment Exercises for the recruitment of the position, which may include Written/Technical tests and/or Interviews, as applicable for the recruitment of the position.

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

The evaluation of applicants will be conducted based on the information submitted during the application. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality, and culture. All applications will be treated with the strictest confidentiality.

UNHCR has a zero-tolerance policy against Sexual Exploitation and Abuse (SEA). SEA is unacceptable behaviour and prohibited conduct for UNHCR personnel. It constitutes acts of serious misconduct and is therefore grounds for disciplinary measures, including dismissal. Any concerns or suspicions about a possible case of SEA should be reported immediately to the Inspector General's Office (IGO) at [email protected] or through the online complain form at https://www.unhcr.org/php/complaints.php or by confidential fax: +41 22 739 73 80.

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

Submission of Applications:

Before applying to Jobs, Please login your account first and make sure you have completed and updated your online resume and signed ↓ PHF Form.   In case if you have more than three experiences, please complete ↓ Supplementary Sheet as well.