Associate Administrative Officer

Hardship Level

E (most hardship)

Family Type

Non Family with Residential Location

Family Type

Non Family with Residential Location

Residential location (if applicable)

Accra, Ghana

Grade

NOB

Staff Member / Affiliate Type

National Professional Officer

Reason

Regular > Regular Assignment

Target Start Date

2025-12-01

Deadline for Applications

July 18, 2025

Standard Job Description

Associate Administrative Officer

Organizational Setting and Work Relationships
The Associate Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. S/he will work quite independently on regular assignments with an oversight from the supervisor, who will provide general guidance and work plans for identifying work priorities and appropriate approaches; work is controlled for meeting expected results.

S/he will 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 with counterparts in other organizations or at working level in national Governments on issues of importance to Organization's programmes. He/she acts as 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.

The incumbent directly supervises 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
- Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Monitor the day-to-day personnel and administrative operations of the office.
- Provide advice on personnel and administrative policies and procedures.
- Assist with the implementation of processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
- Participate in the recruitment and appointment process, and assist with administrative formalities concerning local General Service staff.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Assist with the preparation of staffing and administrative budget requirements for the office.
- Assist in the competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.
- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
- Monitor the quality and timeliness of goods and services delivered to the office.
- Manage contracts and relations with suppliers.
- In coordination with Human Resources and Field Security, undertake periodic reviews to ensure that the Office premises are set up and staff accommodation are managed in line with the organizational policies and any related issues are brought to the attention of DHR.

- 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 P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant 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
Work experience in at least one of the following fields: Human Resources, Administration, Budget, Finance, and Procurement. Excellent computer skills, in particular in MS Office applications.
Desirable
Working experience of at least one year in an intergovernmental organization (United Nations or similar). Good knowledge of UNHCR's administrative rules and procedures. Working experience with PeopleSoft/Oracle Financial and/or HR modules.

Functional Skills
MG-Resource Management
FI-General Financial Management
MG-Office 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

 Experience of working in a large-scale field operation.
 Excellent knowledge of UNHCR and UN administrative and financial rules and procedures.
Desirable compentencies:

Operational and Technical Expertise
• Knowledge of UN administrative and finance policies
• Skills in planning, budgeting, procurement, and contract management
• Ability to coordinate logistics, travel, and office/facility management

Organizational and Analytical Skills which include planning, prioritization, and organizational capabilities; attention to detail and ability to solve operational challenges; proficiency with software tools used in UNHCR (Cloud ERP, COMPASS, MS Office)

Interpersonal and Communication Abilities including effective communication (oral and written); stakeholder coordination; service-oriented approach with strong teamwork and collaboration skills fostering a positive work environment

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

,

,

Desired languages

French

,

,

Operational context

Occupational Safety and Health Considerations:

To view the occupational health and safety considerations for this location, please click on this link: https://wwwnc.cdc.gov/travel 

Nature of Position:

UNHCR supports the government in providing a response to refugees and IDPs from the Central Sahel countries and Nigeria and to the mixed movement situation from Niger through Algeria and Libya to Europe via the Central Mediterranean Route. In this regard, UNHCR is implementing a route-based approach, consisting of providing protection services to ensure individuals have access to accurate information and safe alternatives before attempting dangerous journeys.

The incumbent of the position supervises the administrative team based in the country office in Niamey and ensures compliance with UNHCR's administrative and financial rules and procedures. The incumbent will ensure adequate and efficient services and staff well-being, working under different contractual arrangements (UNHCR, affiliated staff (AWF), service contract).

The main roles of the incumbent are to:

Administrative Oversight: Monitor and support daily administrative and personnel operations, ensuring compliance with UNHCR policies and procedures.

Human Resources Support: Assist in recruitment, onboarding, training, and capacity building for staff, particularly General Service personnel.

Resource Management: Coordinate the provision and oversight of human, material, and service resources required for office operations. Review and certify vouchers, including ABOD and project disbursements. Oversee the preparation of financial reports, monitor and supervise expenditures against approved budgets and work plans.

Budgeting and Planning: Contribute to the preparation of staffing plans and administrative budgets.

Procurement and Contracting: Support competitive procurement processes and manage contracts and supplier relations in line with UNHCR regulations.

Travel and Logistics: Facilitate staff mission travel and ensure timely and quality delivery of logistical services.

Premises and Accommodation: Ensure office facilities and staff accommodations are well-managed and compliant with security and organizational standards.  Manage guest house offices and premises, ensuring compliance with Security Risk Mitigation Measures (SRRM), including contract management for premises, cleaning and security services, and other services as required

Living and Working Conditions:

Socio-political tensions have persisted in Niger almost two months after the 26 July coup d'état ousting President Mohamed Bazoum. Sanctions by the Economic Community of West African States (ECOWAS), including the temporary closure of land and air borders, have further destabilized Niger as institutions and individuals grapple with prolonged power outages, liquidity challenges, scarcity, and price hikes of essential goods, while tons of goods remain stranded at the various borders, especially with Benin.

Niamey has recently been classified E duty station with temporary nonfamily restrictions with 8 weeks of R&R frequency due to the prevailing security situation resulting from the breach of peace that took place in July 2023. Though there are several supermarkets, the security situation that led to border closure has a direct impact on the market. As a consequence, local and foreign goods are rare on the market. Very limited educational services are available; French and American International Schools exist. The Medical Section in Geneva after assessing the medical facilities has recommended two clinics safely accessible by UNHCR staff and family members. However, it`s very poor. Most of the travels within the country are undertaken regularly through UNHAS flights. Non-accessible localities are reached by car. Guest houses and commercial accommodations with minimum standards are available in the field offices. There are several banks and ATMs available in the capital but most of the time out of service.

There are 3 seasons in Niger: rainy (June-Sept), cool (Oct-Feb), and very hot (March-May). Communication by mobile is acceptable. Housing conditions are becoming more difficult due to untimely power cuts, and the very high price of rent including advances of 3 to 4 months advance payment. The 2018 Finance law impacts the cost of most purchases.

Security Considerations

Currently, the security level is 4 in Niamey.

Since July 26, 2023, the events, the current military authorities have required any mission to travel under armed escort depending on the context, the area and according to the assessment by the administrative authority, either the governor or the prefect of the location.

Travel for missions by land takes place between 7:30 a.m. and 5:30 p.m. in Niamey.

Given the ongoing military operations towards the Malian and Burkinabe borders, particularly in the three-border area and in certain parts of the country, humanitarian activities were temporarily suspended.

Rampant crime, being the greatest threat in Niger, constitutes a substantial security challenge and affects the civilian population in certain locations of the country, and those who find themselves in the wrong place at the wrong time.

However, with the timely response capacity of defence and security forces in urban areas, honest citizens manage to freely go about their business. In addition, the United Nations system has established security rules as preventive measures to mitigate the residual risk to personnel. This is a curfew measure between 1 a.m. and 6 a.m.

In residential areas, there is almost no red zone but, international staff must reside within a certain perimeter, preferably in areas located maximum 30 minutes from the office.

Concerning disturbances to public order, the situation can be volatile and often unpredictable in Niamey, given the mood swings of students. They are materialized by meetings/marches/sit-ins.

Additional Qualifications

Skills

Education

Bachelor of Arts: Accounting, Bachelor of Arts: Business Administration, Bachelor of Arts: Economics, Bachelor of Arts: Finance, Bachelor of Arts: Public Administration

Certifications

Work Experience

Competencies

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

UNHCR Salary Calculator

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

Functional clearance

This position requires Functional Clearance