Associate Administrative Officer

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The Office of the UNHCR was established on 14 December 1950 by the UN General Assembly. The agency is mandated to lead and co-ordinate international action to pro-tect refugees and resolve refugee problems worldwide. Its primary purpose is to safe-guard the rights and well-being of refugees. It strives to ensure that everyone can exer-cise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country (www.unhcr.org).

UNHCR Mauritania manages its operation through the Representation in Nouakchott, a sub-office in Bassikounou and a field unit in Nouadhibou. The largest PPG are the Malian refu-gees located in Mbera camp. The Mali refugee situation has become a protracted one due to the deteriorating political and security situation prevailing in Mali and requires a high level of preparedness.

Description of tasks:

Under the direct supervision of the Admin Officer in Nouakchott, the UN Volunteer will under-take the following tasks:

• Assist in the implementation of general administrative needs in the office. H/She will work under the Admin officer, who will provide general guidance and work plans for identifying work priorities and appropriate approaches to meet expected results; also proposing innovative ideas; • S/he will assist in maintaining efficient administrative mechanisms to ensure compli-ance with UN administrative, financial and human resources rules and procedures, and report any discrepancies to manager. • The incumbent will support the supervisor with the identification of areas of improve-ment in the premises and coordinate with supply unit to track progress of Admin an-nual procurement plan, provide updates in consultation with manager whenever re-quired, • Provide daily support to Snr Admin Assistant to ensure that vacant positions are duly and timely filled in line with the procedures,and in coordination with post manager and Admin Officer • Follow up on the Travel clearances by the designated focal points, and compliance with the Travel policy; • Monitor the absence tracking and ensure regular updates (including for AWF), reports any discrepancies to respective managers. • Regular follow up and coordination with HQ focal points, on staff contracts, office workforce onboarding/off-bording, and ensures actions and any changes are recorded without delay. • Verifies staffing reports, statistics, organigrams, recruitment checklists, and provide weekly updates to manager, • Assist with arranging of hospitality for events, conferences, group seminars, staff an-nual retreat, meetings and donor missions. • Undertake other duties as required

Furthermore, UN Volunteers are required to: • Strengthen their knowledge and understanding of the concept of volunteerism by read-ing relevant UNV and external publications and take active part in UNV activities (for in-stance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publica-tions/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Outputs:

• Ensure that existing administrative systems are up and running well to the benefit of both the organization and its workforce. • Streamlined system of accommodation and other facilities reservation on a priority ba-sis. • Through overall supervision, ensure excellent standards of sanitation and hygiene at all UNHCR facilities. • Ensure timely repair and maintenance of UNHCR Office premises at a fair market val-ue, in coordination with supply unit • A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities partici-pated in and capacities developed. • The development of capacity through coaching, mentoring and formal on-the-job train-ing, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take own-ership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confi-dentially; responsive and client-oriented. • Accountability: mature and responsible; ability to operate in compliance with organization-al rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work en-vironment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish pri-orities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious work-ing relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presenta-tions, articulate options and positions concisely; ability to make and defend recommenda-tions; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; ability to maintain composure and remain helpful towards the staff, but ob-jective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of oper-ations; willingness to transfer to other duty stations within area of operations as may be necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

A minimum 3 years of relevant professional experience in the field of Administration, budget, procurement; formal training in Logistics desirable.

Mauritania is a stable country security-wise but is impacted by the overall unstable regional security environment. Living conditions for international staff are generally acceptable, with a reasonable number of houses and apartments available, often with nice gardens and pools. Educational facilities exist but are limited, and staff with school-age children are advised to enquire first on the available schooling. The main nuisances in Nouakchott are the warm weather year-round, the dust (Nouakchott being a city built in the desert). Medical facilities are limited and staff requiring medication should bring such medication with them. Recrea-tional facilities are very limited and the consumption of alcohol in restaurants and other public places is prohibited and not available. Bank facilities and cash points (ATM) are available. Nouakchott is currently security level 2. Guards are provided to all international staff, and UNDSS carries out an assessment of security features of the residences of international staff.

Additional Requirements

This UNV assignment is subject to proof of vaccination against Covid-19 with WHO approved vaccine in accordance with UNHCR’s Administrative Instruction on Covid-19 Vaccination and related Safety Measures.