JO# 21063 – Assistant Administrative Officer – NOA – UNHCR Fixed Term Appointment - Beirut, Lebanon

Assistant Administrative Officer

Operational Context

Eight years into the Syria crisis, Lebanon remains the country hosting the largest number of refugees per capita, with nearly 950,000  Syrian refugees registered with UNHCR, about 20,000 refugees of other origins - mostly Iraqi - and Palestine refugees under UNRWA’s mandate.  There are no formal camps for Syrian refugees in Lebanon, and refugees are living in hundreds of communities and locations across the country.

The refugee response is led by the Government and UNHCR and UNDP, supported by the international community. As the designated lead agency in the refugee response, UNHCR has established a sector-based structure in Beirut and in the field. The structure brings together over 150 UN agencies, national and international NGO partners [over 150 actors, including UN agencies, national and international NGOs and Ministries] in identifying and agreeing on the strategic priorities to address the needs of Syrian refugees and vulnerable Lebanese communities. The Lebanon Chapter of the Response Plan falls under the Regional Refugee and Resilience Plan (3RP), whereby UNHCR guides the refugee response and UNDP facilitates the resilience and stabilization component.

The UNHCR operational response in Lebanon is one of the largest for the organization. Media attention and the frequency of influential high-profile visitors is high. The Office has grown substantially in the past years and is currently operating with around 650 staff. Aside from the country office in the capital city of Beirut, UNHCR has field offices in Mount Lebanon, Qobayat, Tripoli, Tyre and Zahle.

The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day-to-day tasks and contributing to deliver administrative activities. Contribute to providing a healthy and respectful working environment, free from hazard or security risks; Assist with the implementation of Administrative and financial processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations;

S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures where UNHCR resources in the office are managed in an efficient and cost-effective manner. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the UNHCR Lebanon operation and at HQs as well as with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes. Assistant Admin Officer will establish and maintain efficient administrative services to support the office operation.

The incumbent may be requested to certify that disbursements are in accordance with the administrative budget and UNHCR¿s Financial Rules and may be assigned on DOAP to act as technical approval to approve vouchers related to ABOD. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.

S/he will report to the Senior Admin/finance Officer, 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.

Duties

- Monitor the day-to-day personnel and administrative operations of the office.
- Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
- Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
- Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
- Contributes to the preparation of submissions of new or revised procedures and practices.
- Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
- Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
- Coordinate training and capacity-building activities to staff in administrative related areas.
- Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
- Perform other related duties as required.