Assistant Administrative Officer

Hardship LevelE (most hardship)

Family TypeNon Family with Residential Location

Family TypeNon Family with Residential Location

Residential location (if applicable)

Addis Ababa,Eth Fed Dem Rep

GradeNOA

Staff Member / Affiliate TypeNational Professional Officer

ReasonRegular > Regular Assignment

Target Start Date2025-10-01

Deadline for ApplicationsAugust 6, 2025

Standard Job Description

Assistant Administrative Officer

Organizational Setting and Work Relationships

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities.

S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization's programmes.

Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.

The incumbent may directly supervise general service staff.

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.

Duties

- Monitor the day-to-day personnel and administrative operations of the office.

- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.

- Supervises activities concerned with office and grounds maintenance, security, transport and similar services.

- Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.

- Contributes to the preparation of submissions of new or revised procedures and practices.

- Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.

- Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.

- Coordinate training and capacity-building activities to staff in administrative related areas.

- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).

- Perform other related duties as required.

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P1/NOA - 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree

Field(s) of Education

Public or Business Administration; Economics; or other relevant field.

Certificates and/or Licenses

Not specified.

Relevant Job Experience

Essential

Not specified.

Desirable

Good knowledge of UNHCR's administrative rules and procedures. Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

*IT-Computer Literacy

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

CO-Strategic Communication

CO-Drafting and Documentation

SC-UN/UNHCR Procurement Rules and Procedures

BU-PeopleSoft EPM/Budget

MG-Resource 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.

Desired Candidate Profile English version

Work experience.

The incumbent must have solid experience in budget management, IPSAS bookkeeping, cash management and finance in a global manner.

He must have a mastery of the rules and procedures in the areas of procurement, contract management and invoices payment of the United Nations in general and UNHCR in particular

In-depth knowledge of mission and travel management and the related management module is required.

Knowledge of the rules, instructions and procedures governing Human Resources is recommended for this position

Good knowledge and experience working with ERP management software is mandatory. A good experience working with workday and Cloud ERP is an asset.

Proven experience of leadership, collaboration and teamwork skills and ability to plan, anticipate, organize, manage risks and self-control is an added value.

Experience working in a deep and remote environment

Previous experience in emergency situations, including the ability to undertake activities under pressure and in a stressful and safe risk work environment is desirable.

Experience in the organization of seminars and workshops, the management of office spaces and fleet as well as in the management of guest houses is an important asset

Language requirements

French is mandatory whereas at least intermediate level in English is desirable and constitute an added value.

Knowledge of local languages and Arabic are an asset.

Required languages (expected Overall ability is at least B2 level): French

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,

Desired languagesEnglish

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit:

Nature of Position:

Since the outbreak of the conflict in Sudan in April 2023, and according to the latest figures, Chad has been hosting thousands of refugees, including some 600,000 new arrivals (of which approximately 403,567 are already registered), in the Farchana Operational Zone alone. Nearly 12 sites have been set up to accommodate these refugees, while others that existed since previous crises have increased in size with the creation of extensions. The situation remains tense in Sudan, as refugees continue to arrive in Chad, fleeing the Darfur region, particularly the towns of El Geneina and El Fasher, located near the town of Adre, the entry point to Chad. On May 17, 2023, a Level 2 emergency was declared for Sudan's neighboring countries, including Chad. In light of the above and the continued deterioration of the humanitarian situation in Sudan, the High Commissioner has decided to raise the emergency from Level 2 to Level 3 for Sudan and for the refugee and returnee situation in Chad, Egypt, and South Sudan. In this context, the Chadian operation has strengthened its offices with the necessary capacity to effectively respond to the protection and assistance needs of new refugees in existing and new camps and maintain adequate capacity at the various points of entry to continue assisting new arrivals.

A Fast Track recruitment process was completed in September 2023, and an international P2 position was opened to manage the administration of the area from Farchana. With austerity measures linked to funding restrictions, primarily from the United States, and with a view to further strengthening its capacity for a sustainable response to refugees, Chad has restructured its staffing. Thus, the international position has been discontinued to make way for national NOA-level expertise. Candidates applying for this new position in Farchana must be prepared to work under challenging conditions and be able to handle stressful situations. All duty stations in Chad are classified as E, with the exception of N'Djamena, which is classified as D. The incumbent will work under the direct supervision of the Head of the Farchana Field Office, who will define the work objectives and provide guidance; he or she will refer to UNHCR manuals and relevant policy documents.

Living and Working Conditions:

Additional Qualifications

Skills

EducationBachelor of Arts: Business Administration, Bachelor of Arts: Economics, Bachelor of Arts: Public Administration

Certifications

Work Experience

CompetenciesAccountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

UNHCR Salary Calculator

Compendium

Additional InformationOnly shortlisted candidates will be contacted.

Shortlisted candidates may be invited to undertake written and or oral test.

Functional clearanceThis position requires Functional Clearance

JR2558597