INTERNAL VACANCY ANNOUNCEMENT
Vacancy Notice No. HONSPS-022
Title of Post: Administrative Associate
Category/Grade: General Service, G6
Post Number: 10029782
Type of Contract: Fixed-term appointment
Location: San Pedro Sula, Honduras
Date of Issue: August 21, 2020
Closing Date: August 30,2020
Effective date
of assignment: October 1, 2020
Operational Context:
The United Nations High Commissioner for Refugees (UNHCR) is the UN Agency dedicated to protect the rights and seek durable solutions for refugees worldwide. UNHCR is in the field in over 125 countries. The National Office in Honduras opened in 2015 in order to strengthen UNHCR’s protection work in the region as part of the UNHCR’s Regional Protection and Solutions Strategy for the countries in the North of Central America (NCA).
Honduras is characterized by a situation of internal displacement due to high levels of violence. It continues to be affected by high levels of violence representing a challenge in terms of protection and assistance. Given this context, UNHCR supports the State in designing public policies that can prevent and respond to internal displacement, while at the same time developing protection networks by working with partners to provide protection alternatives as close to home as possible. The operation grew significantly in the last three years and is currently expanding its field presence in the existing Offices in Tegucigalpa and the Field Office in San Pedro Sula, and opening additional Field Units in Choluteca and Ocotepeque.
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.
Functional Statement:
Accountability (key results that will be achieved)
- 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 famework 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 (process and functions undertaken to achieve results)
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 (decisions made in executing responsibilities and to achieve results)
- Have access to confidential data and information.
Functional Skills
- IT Computer Literacy**
Essential Minimum Qualifications and Experience:
3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher in Business Administration, Finance, Office Management, Human Resources or other related fields
Good Computer skills.
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 the functions of the position.
Functional Skills:
IT-Computer Literacy;
UN-UN/UNHCR Administrative Rules, Regulations and Procedures;
UN-UN/UNHCR Financial Rules and Regulations and Procedures;
SC-UNHCR Procurement Rules and Procedures;
IT-PeopleSoft EPM/Budget
Competency Requirements:
All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.
Core Competencies: --
Accountability
Communication
Organizational Awareness
Teamwork & Collaboration
Commitment to Continuous Learning
Client & Result Orientation
Managerial Competencies:
- Managing Resources
Cross-Functional Competencies:
Analytical Thinking
Planning and Organizing
Change Capability and Adaptability
Eligibility: Internal & Extenal candidates:
Group 1 Candidates: 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: comprises candidates from the categories listed in the RALS after completion of one cumulative or continuous year of service in the country of the vacancy. The Group 2 status should have been confirmed by the HR Unit in the relevant country before the application is submitted. For further information regarding the categories, please consult the RALS.
External Candidates: are candidates who are not in Group 1 or Group 2.
Must be legally present in Honduras at the time of application, recruitment and hire.
Only candidates holding a permanent residency in Honduras will be considered eligible.
If you have questions regarding eligibility, you may also contact the HR Unit through hontevacancies@unhcr.org
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
How to apply:
Submission of Applications:
If you wish to be considered for this vacancy, please submit your letter of motivation and Personal History Form by e-mail clearly stating the position title, vacancy notice number and your Last Name in the subject line to: hontevacancies@unhcr.org by the closing date August 30 2020
The Personal History Form and its supplementary sheet are available at:
https://www.unhcr.org/how-to-apply.html?query=personal%20history%20form
No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates may be required to sit for a written test and/or oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).
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.***Refugees – who cares? We Do***