UNHCR JOB DESCRIPTION
(When finalised and approved by the Post Manager(s), e-mail to HQPC00)
(STANDARD)
Date of Classification (1): December 2012
PART 2A – IDENTIFICATION OF POSITION
Position No:
Position Title: Administrative Associate (PSFR)
Position Grade: G-6
Position Location :
Functional Group(1) : 5.1.a
Supervisor Position No, Title & Grade:
CCOG Code (1) : 2.A.12
Job Code (1) : 002007
Job Profile (1) : 00002007
(1) To be completed by PCU
PART 2B – POSITION REQUIREMENTS
2.1 ORGANIZATIONAL CONTEXT. Define the role of the position within the team, describing its leadership role, if any, it’s
external/internal work relationships or contacts, the contextual environment in which it operates and the scope of supervision received, and where
applicable, exercised by the incumbent.
The National Fundraising Section is headed by the Chief of Section who has four Senior Global PSFR Officers under his
supervision, each overseeing activities carried out by multiple branch offices and National Associations within their
regions. These positions are currently placed in Panama (AMERICAS), Rome (South Europe Middle East and Africa),
London (North West Europe) and Bangkok (Asia and the Pacific).
The Admin Associate (PSFR) positions are located in each of the four above named regional offices and will provide
support for the given region. The geographical coverage may vary but the job responsibilities remain essentially the
same.
The incumbent supports the Senior PSFR Officer in ensuring information in MSRP is correct and up to date, and ensures
that there is adequate oversight and control of the PSFR investment and income recording in the specified region. The
incumbent works with fundraising staff and admin/finance staff in the Fundraising Operations and National Associations
in the region, as well as with the Fundraising Support Unit in PSFR Geneva. The incumbent also works with the
(Regional) Admin Finance Officer to help address budgetary issues and reporting to ensure accuracy and consistency of
budgetary and financial information, and to ensure that up-to-date and detailed budgetary and financial information
pertaining to the geographical area of responsibility is available for regular scheduled reporting and on request as
required. This includes budgetary and contractual status information on UNHCR staff and affiliate workforce staff (e.g.
UNOPS, consultants), as well as ABOD and operational projects under all sources of funding.
2.2 FUNCTIONAL STATEMENT. Describe the accountabilities, responsibilities and authorities associated with the position.
Accountability (key results that will be achieved)
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Up to date and accurate finance, administrative and human resources data in MSRP and other systems provided
by UNHCR.
Timely and accurate monthly, quarterly, mid-year and annual income and expenditure reporting provided to
PSFR management in the region and the Fundraising Support Unit in Geneva.
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Responsibility (process and functions undertaken to achieve results)
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Assist the Senior PSFR Officer and PSFR’s regional partners with the preparation of the annual budget, budget
analysis and financial planning, according to the budget formats provided by the Fundraising Support Unit in
Geneva.
Assist the Senior PSFR Officer and PSFR’s regional partners with the preparation of the annual, quarterly, midyear and monthly income and expenditure reports, according to the formats provided by Fundraising Support
Unit in Geneva.
Assist the Senior PSFR Officer and PSFR’s regional partners with ad-hoc global reviews, internal controls,
audits and quality reviews.
Assist the Senior PSFR Officer and PSFR’s regional partners to keep track of significant variances between the
approved budget and actual results and implementation rates, through clear reporting, whilst ensuring timely
budget expenditure revisions and income forecasts are made and submitted to the Fundraising Support Unit in
Geneva.
Ensure accurate and timely income recording in MSRP and monthly reconciliation of the income accounts
managed by PSFR.
Ensure accurate and timely expenditure recording in MSRP (up to the PSFR Site Code detail levels) and
monthly reconciliation of expenditure linked to PSFR-managed budgets in the region.
Assist in the recruitment of staff and any affiliated workforce including advertising of vacancies, collecting
candidate applications, and all administrative aspects of the recruitment, archiving and maintaining records and
liaising with the relevant counterparts to ensure appointments are achieved as planned.
Prepare and maintains regular reports on projects, procurement submissions and other inventory reports
pertaining to the PSFR region and the regional activities.
Ensure best practices and procedures for financial and administrative management and office management are
implemented and assist in organizing and providing training and advice when required.
Assist in processing procurement submissions, processing Individual Consultancy contracts, Issuing
requisitions and purchase orders and review spending authorities, linked to goods and services procured by
PSFR in the region when required.
Support the PSFR staff in the region with travel requests and travel plans and bookings, when required.
Support PSFR staff with the venue selection and administration of meetings, skill-shares and other events as
planned in the region when required.
Perform other related duties as required.
Authority (decisions made in executing responsibilities and to achieve results)
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Access the relevant information and financial records, Focus/MSRP data.
Verify the accuracy of data and reports pertaining to PSFR.
2.3 REQUIRED COMPETENCIES, which illustrate behaviours that are essential to achieving deliverables described above, and
that are critical to successful performance. All jobs require the staff to abide to the Values and Core competencies of UNHCR. Where applicable,
select a maximum of six Managerial and three Cross-Functional Competencies. (Note that the Performance Appraisal and Management System
(PAMS) allows for up to five Cross-Functional Competencies to be selected by the staff member and the supervisor.
1.
2.
3.
4.
5.
6.
Code
M001
M002
M003
M004
M005
M006
Managerial Competencies
Empowering and Building Trust
Managing Performance
Judgement and Decision Making
Strategic Planning and Vision
Leadership
Managing Resources
1.
2.
3.
4.
5.
6.
7.
8.
9.
Code
X001
X002
X003
X004
X005
X006
X007
X008
X009
Cross-Functional Competencies
Analytical Thinking
Innovation and Creativity
Technological Awareness
Negotiation and Conflict Resolution
Planning and Organizing
Policy Development and Research
Political Awareness
Stakeholder Management
Change Capability and Adaptability
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2.4 ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE
REQUIRED. Define the educational background, the relevant job experience and the language(s) that are essential to perform the work of the
position.
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Completion of secondary education with post-secondary certificate/training in Business Administration,
Finance, Human Resources or other related fields.
Minimum 6 years of relevant working experience, preferably with UNHCR or another UN Agency.
Excellent finance skills.
Strong ability to produce and analyse reports rapidly.
Excellent computer skills and practical experience in working with Excel and an ERP or similar accounting
system.
Fluency in English and working knowledge of another relevant UN language or local language.
(In offices where the working language is not English, excellent knowledge of UN working language of duty station and
working knowledge of English.)
2.5 DESIRABLE QUALIFICATIONS & COMPETENCIES.
Describe any experience or knowledge that would be an
asset, such as: UNHCR Learning Programmes, other training, additional languages, Field/HQs experience, etc.
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Knowledge of UNHCR administrative and financial rules and procedures.
Experience in working with MSRP.
Good knowledge of MS Office including Access.
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