Senior Administrative Coordinator, P5, Cox’s Bazaar At UN High Commissioner for Refugees

Organizational Setting and Work Relationships

The Senior Administrative Coordinator would normally be in a large country office and may be located outside the capital. The incumbent normally works under direct supervision of the UNHCR Representative or Assistant Representative or Head of Operations or Head of Service or Head of Sub Office. The incumbent will advise and assist in the overall management of UNHCR¿s administrative activities and issues of concern in an effective and efficient manner which supports the Organization¿s mandate. The incumbent makes recommendations/decisions related to content, prioritization, and presentation of administrative budgets in full compliance with UN/UNHCR rules and regulations. The Senior Administrative Coordinator heads a multifunctional team (Admin, Finance, ICT) by providing strategic direction, functional guidance and effective leadership, and depending on the operation, the incumbent also supervises the Human Resources and Supply teams. The position normally supervises other professional staff and some GS staff. In a country operation, the incumbent ensures essential communication and good relations are maintained with the relevant counterparts of other UN Agencies as well as the UN Common Service Section Chief, at the same time ensures UNHCR¿s best interests are represented in the various interagency fora¿s (Operations Management Team (OMT), UN Country Team (UNCT). The incumbent will maintain frequent external contacts with counterparts in other organizations or at working level in national Governments on issues of importance to Organization’s programmes. S/he acts as an adviser or representative of the Organization with authority to discuss problems and seek common ground on which to recommend solutions based on predetermined guidelines provided by higher authority.

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

• Serve as the principal adviser to the management of day-to-day personnel and administrative operations to ensure the effective and efficient use of financial and material resources within the rules and procedures of UNHCR, maintaining a close engagement with managers and staff regarding the management and administration of funds and staff, making recommendations, initiating action and following-up as relevant.
• Identify potential risks in relation to financial management, including the effectiveness of internal controls, and propose mitigating actions; monitor the application of internal control mechanisms. Make proposals for the continuous improvement of financial monitoring and control mechanisms, including the streamlining of financial systems and procedures.
• Key member of management and multi-functional committees and boards, including procurement committees and other committees related to the allocation of resources.
• Determine procurement needs, seek Committee on Contract¿s approval for establishing contracts with suppliers and administer all contracts. In cooperation with Supply, prepare a procurement plan, initiate, and coordinate local procurement for the smooth running of the Office. This includes vehicles and properties.
• Supervise the preparation of financial reports, monitoring, and supervising expenditures with respect to approved budgets and work plans including control and check of the monthly accounts, and various administrative activities.
• Ensure the maintenance and on-going validity of the Delegation of Authority Plan (DOAP).
• Manage the office premises within the available budget to meet operational requirements, including the use and distribution of space, changes and improvements and office equipment.
• Relate and coordinate with the Staff Association on matters relating to the office premises and facilities allocating resources to meet minimum standards for staff working conditions, while ensuring effective management of space, storage, etc.
• Examine requests with budgetary implications from relevant field offices and expedite these requests through UNHCR¿s resource management mechanisms.
• Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
• Ensure that a staff development plan is in place to capacitate staff in their functions and for career advancement.
• Engage with management to understand priorities and provide advice and solutions on all aspects of HR in line with delegated HR authorities.
• Support the development and implementation of a Duty of Care strategy. Identify and assess issues related to duty of care including physical, mental health and safety of UNHCR¿s workforce. Promote work/life balance and flexible working arrangements with managers and staff
• Support HR initiatives that support organizational culture change such as good people management practices, and promoting gender, inclusion and diversity.
• Formulate and implement staff safety and security measures, in consultation with the Head of Office and Field Security Officers (FSOs). Ensure MOSS/MORSS compliance in consultation with FSOs.
• Bring issues to the attention of senior management relating to compliance with UNHCR standards of work-life balance, security (including MOSS/MORSS), health, well-being and living conditions of staff, and resource allocation.
• Manage every day interagency contacts with relevant counterparts, actively participate in OMT representing UNHCR interests, identify opportunities for interagency collaboration both from cost reductions and quality perspective.
• Identify opportunities for joint procurement activities or using existing Frame Agreements established in the UNCT to support harmonisation, simplification, cost reduction and effectiveness of procurement actions.
• Attend inter-agency meetings with other UN agencies with specific focus on general administration, staff safety and human resources issues (i.e., common services).
• Act as the Officer in Charge (OiC) in the absence of the Head of Sub Office in a country operation.
• Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P5 – 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

Field(s) of Education
Business Administration, Public Administration, Facility Management,
Political Science, Law, or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
HCR Protection Learning Prg, HCR Management Lrng Prg
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Minimum of 12 years in supervisory/managerial position in the area of general administration of a large office that require extensive service and utility needs. Of 12 years, at least 10 years should be in an International capacity in which the incumbent has dealt with office management, personnel and administrative issues; a minimum of three years should be specifically related to the management of office buildings. Thorough knowledge of UNHCR¿s organisational structure as well of UN policies and procedures relating to purchasing and contracting, administration and finance. Thorough knowledge in financial rules/ procedures, processes and exposure to provision of support services in an International organisation, preferably UN. Ability to produce high quality output with desirable results.

Desirable
Exposure to UNHCR specific learning/training activities. UN security standards and practices. Knowledge of Finance / Supply Chain Module of ERP, and planning tools. Experience in liaison with a wide range of suppliers of goods and services. Solid UNHCR experience from both the Field and Headquarters.