JOB DESCRIPTION

E (most hardship)

Non Family

Non FamilyDanger Pay

PR4

Professional

Reason

Regular > Regular Assignment

2025-07-23

August 8, 2025

Senior Administrative Officer

Organizational Setting and Work Relationships
The Senior Administrative Officer is part of the Senior Management of an office. The incumbent is responsible for the implementation of general administrative and resource management tasks as delegated by the supervisor. S/he will work 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.
The Senior Administrative Officer 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.
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 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 may directly supervise professional and general service staff, either local or international.

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
– Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
– Manage the day-to-day personnel and administrative operations of the Office.
– Ensure that the working environment is healthy and respectful, and free from hazard or security risks.
– 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 Division of People Management (DPM).
– Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
– 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.
– Allocate office space.
– Liaise with Government and other external actors in providing vital supportive services (i.e. processing of visas; tax exemptions, etc.).
– Attend inter-agency meetings with other UN agencies with specific focus on general administration, staff safety and human resources issues (i.e. common services).
– In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff
– Serve in an advisory capacity in counselling staff members.
– Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
– Advise on matters pertaining to administrative and staffing requirements in the Division/Bureau/Office.
– In cooperation with HR, endorse staffing management strategies, and ensure local compliance with UNHCR’s workplace standards.
– Issue and extend contracts for locally recruited staff.
– Coordinate training and capacity-building activities to staff in administrative related areas.
– Provide guidance and support on UNHCR’s internal control framework, financial rules, policies and procedures.
– Prepare the ABOD for the Office, and monitor the budgetary execution of it.
– Control and check the monthly accounts and various administrative activities.
– Ensure that appropriate internal controls are in place.
– In cooperation with Supply, prepare a procurement plan, initiate and coordinate local procurement for the smooth running of the Office.
– Manage contracts and relations with suppliers.
– Recommend local service providers (e.g. building security guards and cleaning companies).
– Award, issue and terminate (local) contracts and frame agreements in accordance with delegated authorities and UNHCR regulations, rules and procedures.
– Serve as a member of the Local Contracts Committee (LCC) in accordance with delegated authorities.
– Participate in the physical verification of UNHCR property plant and equipment.
– Enforce compliance with UNHCR’s financial and administrative rules, policies and instructions.

– Lead risk assessments and discussions with team(s) to proactively manage risks and seize opportunities impacting objectives. Ensure that risk management principles are integrated in decision-making both at strategic and operational levels. Allocate resources for planned treatments with resource requirements in Strategic Plans. Ensure that risks are managed to acceptable levels and escalate, as needed. If a Risk Owner, designate the Risk Focal Point and certify that the annual risk review is completed and ensure that the risk register is updated during the year, as needed.
– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For P4/NOD – 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree

Field(s) of Education
Accounting; Public or Business Administration; Economics; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
UNHCR Management Learning Programme
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential:
Minimum 5 years of relevant work experience in an International Organization (United Nations or similar). Good understanding and/or experience of financial and HR modules of a major Enterprise Resource Planning system (such as PeopleSoft, SAP or Oracle). Excellent communication and negotiation skills. Experience of managing people in a multinational/multicultural environments.
Desirable:
Completion of relevant UNHCR Management learning programme. Experience in procurement in an International Organization. Accounting qualification from an internationally recognized Institute of Accounting.

Functional Skills
IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
CO-Drafting and Documentation
MG-Resource Management
GB-Building Maintenance
SC-Inventory / Stock management
DV-Vehicle 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.

• Proven experience in financial management, internal controls, resource planning, and data analysis, with a strong track record of coordination and collaboration in complex, multicultural operational environments.
• Demonstrated proficiency in ERP systems, with hands-on experience across key operational areas including Finance, Travel, Budgeting, Fleet Management, and Duty of Care.
• Advanced knowledge of audit processes, a solid understanding of the UN Business Operations Strategy (BOS), and active participation or leadership in Operations Management Teams (OMT) are highly desirable.
• Prior experience working in UN-sanctioned operational contexts will be considered a significant asset.
• Proven leadership in managing both functional and technical units, including Administration, Finance, and IT.
• Experience overseeing infrastructure management, including office relocations and accommodation logistics/management.
• Demonstrated experience managing construction projects or similar large-scale operational activities.

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Operational context

Occupational Safety and Health Considerations:

UNHCR and WFP have contracted IQARUS international to provide medical interventions under the AFMAT clinics in Kabul and Field Offices. Staff members on special prescription should travel with sufficient quantity of medication. Medical facilities for referral in Kabul include German Clinic, French Medical Institute for Mothers & Children (FMIC) and Blossom Health Center. Seasonal air pollution occurs in Afghanistan and contributes to comorbidities that are known to worsen outcomes among those infected with COVID-19, and who has respiratory issues.

To view occupational safety and health considerations for this duty station, please visit this link:

https://wwwnc.cdc.gov/travel

Nature of Position:

The Senior Administrative Officer will report directly to the Representative and will oversee the Administration, Finance, and ICT functions of the operation. The incumbent will provide technical guidance on UN financial policies and procedures across the Country Office and five field offices.

They will represent UNHCR in OMT meetings and other inter-agency forums as designated by the Representative. Given the security context, the role includes managing substantial security-related expenditures within the ABOD and maintaining close coordination with co-located UN agencies to ensure effective service delivery and foster strong inter-agency collaboration.

As part of cost-efficiency initiatives, the operation may relocate to a common UN compound, requiring strategic planning and coordination to ensure a smooth transition and continuity of services.

Key responsibilities include enhancing staff living and working conditions, overseeing staff accommodation in line with MORS standards, and managing all compound-related matters. This includes leading the Admin Working Group, monitoring compound operations, and managing cost-sharing arrangements for the UNHCR Compound Security contract with other resident UN agencies.

In light of the evolving security environment, the incumbent must proactively monitor risks and implement measures to safeguard staff safety and security. The operation also manages a large fleet of UNHCR-owned Armoured Vehicles across all locations, insured under the Global Fleet Management scheme.

Living and Working Conditions:

Afghanistan is a high-risk country with a very complex operational environment, characterized by uncertainty and frequent security incidents. Movement by all personnel is restricted, coordinated and monitored by the security officers. UNHCR in Kabul is located within the ICON Compound on the Supreme Road of the Police District 9. It occupies 40 MOSS-compliant rooms for staff accommodation, with each room having its own washroom and other facilities. Offices are within the ICON compound. No visits except in UN compounds and Embassies, which is frustrating and stressful to cope with.

 

Outdoor air quality is a health concern in Kabul. The degree of exposure and concentration of air pollutants can be detrimental to breathing problems, the development of chronic diseases, and the deterioration of health status in individuals with chronic diseases. The office provides air purifiers both in the office and in the accommodation.

The security situation is unstable, volatile, and unpredictable, with a rise since 2022-2023. A daily radio check is mandatory. All movements are strictly by Armoured Vehicle or by air. A 6-week R&R cycle is applicable for the duty station, and staff are highly encouraged not to delay. Considering the serious restrictions on staff movement, it is crucial to demonstrate a record of maintaining a positive attitude whenever confronted with adversity and restraints in social life. Curfews are in place throughout the country, and mission travel must be authorized by the Representative or designated managers, subject to completing the mandatory BSAFE, SSAFE, and IFAK training and security clearance procedures.

Staff interested in the position should be mentally, psychologically, and physically fit and ready to adjust to living in a compound setting surrounded by a barbed-wired wall with the presence of 24/7 armed security and dogs patrolling within the compound premises. Applicants should be aware of the possibility of being put on lockdown in bunkers due to security threats. Therefore, applicants need to have strong coping mechanisms and be highly adaptable.

Additional Qualifications

Skills

CO-Drafting and Documentation, DV-Vehicle Management, GB-Building Maintenance, IT-Computer Literacy, MG-Resource Management, SC-Inventory / Stock management, UN-UN/UNHCR Administrative Rules, Regulations and Procedures

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

Certifications

HCR Management Learning Program – UNHCR

Competencies

Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Leadership, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration

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

Compendium

Add. 2 to the Bi-Annual 2025 Compendium – Part B

Additional Information

This position requires Functional Clearance