UNHCR is looking for an Administrative Associate in Chisinau

UNHCR is looking for an Administrative Associate (G6) for a temporary assignment, for an initial period of 364 days, with the possibility of extension subject to performance and availability of funds.

Duties

• 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 Cloud ERP 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.
• 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

Years of Experience / Degree Level

For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education

Not applicable.

Certificates and/or Licenses

Business Administration, Finance, Office Management, Human Resources or other related fields.;

(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience

Essential

Not specified.

Desirable

Completion of UNHCR learning programmes or specific training relevant to functions of the position.

Functional Skills

*IT-Computer Literacy

UN-UN/UNHCR Administrative Rules, Regulations and Procedures

FI-Application of Financial Rules, Regulations and Procedures

SC-UNHCR Procurement Rules and Procedures

BU-PeopleSoft EPM/Budget

(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.

Desired Candidate Profile:

The Administrative Associate will work under the direct supervision of the Administrative Officer in the Admin/Finance Unit. The Administrative Associate primarily performs the functions as per the Job Description.


To carry out the functions of the position, the ideal candidate will have:

- Work experience in providing administrative support in areas of finance, travel and administrative resources; preferably with UNHCR, other UN agencies and/or (I)NGOs.

- Working experience with ERP systems. Working experience with Oracle Cloud is considered an asset.

- Working experience in preparing correspondence, reports, evaluations, and justifications, as required, on general administrative or specialized tasks which may be of a confidential nature.

- Strong organizational and analytical skills, with attention to detail.

- Good communication skills.


Knowledge of UN/UNHCR financial and administrative rules and procedures is considered an asset.
Working knowledge of English and Romanian is mandatory, Russian is considered as an asset.


General information:

This position is open to applications from internal and external candidates, provided that requirements regarding professional experience, academic qualifications, language, etc. are fulfilled.

Candidates must meet the essential minimum requirements of the position and must have either Moldovan citizenship or the legal status necessary to work in Moldova.

UNHCR’s workforce consists of many diverse nationalities, cultures, languages and opinions. We seek to sustain and strengthen this diversity and to ensure equal opportunities, as well as an inclusive working environment, for our entire workforce. Joining us means living, sharing and promoting these core values of inclusion, diversity and gender equality.

Applications are encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

UNHCR reserves the right to retain applications and consider external candidates applying to this post for other similar positions with UNHCR at the same grade or lower level and with similar job descriptions, experience, and educational requirements for the appointment of a shorter duration (Temporary Appointment).


UNHCR does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).



Remuneration & Benefits:

A competitive compensation and benefits package is offered. The annual net salary is between MDL 386,058 and MDL 450,403 depending on relevant experience, excluding dependency allowances (if applicable) and mandatory deductions. Mandatory medical insurance (1.05% to 2.40 %) and pension fund enrollment cost (7.9%) will be deducted from the net salary.  


Annual leave: UNHCR staff members holding a temporary appointment will accrue annual leave at the rate of 1.5 working days for each full calendar months of service (i.e. 30 working days per year). 


Pension system: Staff members holding an initial temporary appointment for 6 months or more will become participants in the United Nations Joint Staff Pension Fund (UNJSPF).  


Health insurance plan: locally recruited staff members in Chisinau will be enrolled in the Medical Insurance Plan (MIP). The coverage is also optionally available for eligible family members. 

For more information on UN salaries, allowances and benefits, please visit the portal of the Office of HR Management of United Nations: https://onehr.un.org/salary-survey/#/viewdutystation/636b9e0899530c554d34b467 

For more information and to apply please go to: Careers (myworkdayjobs.com)

Application deadline: October 28, 2024, Midnight CET