INTERNAL/EXTERNAL VACANCY NOTICE Code: HCR/VAC/14/022 Functional Title: Administrative Associate Position Number: 10021313 Numbers of Positions: One Vacant Position Duty Station: Cairo, Egypt Category and Level: Fixed Term Appointment (FTA) for 1 year Grade: G6 Date of Issue: 03 July, 2014 Closing Date: 17 July, 2014 ORGANIZATIONAL CONTEXT: The Administrative Associate is normally supervised by (Senior) Administrative Officer or National Administrative Officer who defines general work objectives and provides necessary advice and guidance. The incumbent may supervise some support staff in which case Managerial competencies M001 and M002 (under 2.3 below) are applicable and should be selected by the staff member and manager in the context of Performance Appraisal Management (e-PAD). 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. Duties and Responsibilities: - The Office has adequate services and supplies to deliver its operations. - UNHCR Office premises provide a healthy, safe and respectful working environment. - The Office has sufficient 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. - Perform personnel work including interpretation and 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. - Provide interpretation of administrative rules, regulations and procedures. - Perform other relevant duties as required. - Negotiate with service providers for the l office. - Purchase materials and contract services for the office within the delegated authority limits. - Access the relevant information and financial records, Focus/MSRP data. - Verify the accuracy of data and reports pertaining to the functions. Work Experience: - Minimum 6 years of previous job experience relevant to the functions. Qualification Requirements: - Completion of secondary education or equivalent technical or commercial school with certificate/training in Business Administration, Finance, Office Management, Human Resources or other related fields. - Computer skills (MS office and People soft applications). - Fluency in English and working knowledge of another relevant UN language or local language (as applicable in the duty station). Desirable Qualifications and Competencies: - Knowledge of UNHCR administrative and financial rules and procedures. - Knowledge and working experience of MSRP HR, Finance and EPM Budget applications. - Completion of UNHCR learning programmes or specific training relevant to functions of the position. Knowledge of another relevant UN or local languages - Required Competencies: - Managing Resources - Planning and Organizing - Analytical Thinking Applications are to be sent by e-mail to: [email protected] with the following attachments: 1. Motivation letter (indicating the special interest in this particular position) 2. A duly completed or updated personal history form (P.11) – can be found at link: (unhcr.org/recruit/p11new.doc). The form should clearly indicate in the relevant section the names, contacts and e-mail addresses of three references. For better practicality, electronically completed forms will be accepted while the actual signature of the form can take place upon interviewing as and when candidates are selected for a job. (for external applicants only) 3. Updated Curriculum Vitae (C.V). (for external candidates only) 4. Valid contact and reachable telephone number on all the forms. (for external applicants only) 5. The e-mail subject should be written as follows: Vacancy code xxxxx, position number xxxx, title xxxx 6. For internal candidates, note should be taken that their existing fact sheets in the system will be subject to review by relevant managers as and when needed. Except where written otherwise, both internal and external applicants will need to submit all the above documentations. Applications missing any of the above elements, as applicable, will unfortunately not be considered. This position may be subject to a written test. Shortlisted candidates will be informed accordingly. Interviews are mandatory and mostly held after the written tests for successful candidates. Candidates are advised to review UNHCR website at (unhcr.org) before attending tests and interviews. ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED and only tested and interviewed candidates will receive regret letters if not selected. Note: Please read carefully the UNHCR Code of Conduct to this vacancy before applying as a pre-requisite for any engagement of work with UNHCR, you can find it at (unhcr.org/422dbc89a.html) APPLICATIONS SUBMITTED AFTER DEADLINE WILL NOT BE CONSIDERED.
Posted on: Fri, 04 Jul 2014 08:53:19 +0000
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