Deadline for Applications
Hardship Level
Family Type
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular AssignmentTarget Start Date
Standard Job Description
Administrative Officer
Organizational Setting and Work Relationships
The Administrative Officer 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.
S/he 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. He/she 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 local staff.
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
- Contribute to the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the office.
- Monitor the day-to-day personnel and administrative operations of the office.
- Provide advice on personnel and administrative policies and procedures.
- Liaise with Government and other external actors in providing vital supportive services (i.e. processing of residency, visas, tax exemptions, etc.).
- Attend inter-agency and other meetings, with specific focus on general administration, staff safety and human resources issues (i.e. common services), when requested.
- Implement processes and procedures to improve and strengthen internal controls in line with UNHCR rules and regulations.
- Coordinate the preparation of staffing and administrative budget requirements for the office.
- Participate in a competitive procurement process for selecting, awarding and issuing local contracts, in line with UNHCR regulations, rules and procedures.
- Manage contracts for the premises, cleaning and security services, and other services as and when required.
- Serve as a member of the Local Contracts Committee (LCC).
- Undertake missions to field locations to review administrative arrangements and make appropriate recommendations as required.
- Provide guidance and oversight on processes related to the mission travel of staff.
- In the absence of an HR Officer, prepare recruitment, appointments and administrative formalities concerning local staff.
- Review and approve the settlement of employee entitlements including DSA, local salaries and the Medical Insurance Plan (MIP).
- Coordinate training and capacity-building activities to staff in administrative related areas.
- 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 DPM.
- 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 P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree
Field(s) of Education
Accounting, Public Administration, Business Administration, Economics
or other relevant field.
Certificates and/or Licenses
Not specified
Relevant Job Experience
Essential
At least 2 years of relevant work experience in an intergovernmental organization (United Nations or similar). Good knowledge of United Nations administrative and human resources rules and procedures. Excellent computer skills, in particular in MS Office applications.
Desirable
Completion of relevant UNHCR learning programme.
Functional Skills
MG-Resource Management
GB-Building Maintenance
SC-Contract management
SC-Inventory / Stock management
MG-Office 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.
Desired Candidate Profile
Required languages (expected Overall ability is at least B2 level):
,
,
Desired languages
,
,
Operational context
Mali continues to face a protracted political, security, and humanitarian crisis that has persisted since 2012, generating significant refugee flows and internal displacement, particularly in the central and northern regions (Koro, San, Mopti, Ségou, Timbuktu, Gao, Ménaka, Kidal), and to a lesser extent in the south. Displacement is driven by attacks from armed groups, inter/intra-community violence, climate-related shocks—including prolonged drought affecting over 80% of regions—and persecution linked to descent-based slavery, especially in Kayes.
The operating environment remains highly complex, with multiple challenges: destruction of public infrastructure, low birth registration rates, mixed population movements, and continued insecurity in border areas with Burkina Faso and Niger. Armed actors associated with Al-Qaeda and ISIS are present across central and northern Mali, with overlapping areas of influence.
Security Environment
Security levels range from Level 4 (Substantial) in Bamako to Level 5 (High) in many northern and central areas. Terrorism, criminality, civil unrest, and recurrent demonstrations pose ongoing risks. Past attacks near Bamako and the presence of extremist sleeper cells highlight a persistent threat. Movement by road in field locations is particularly dangerous due to IEDs, ambushes, and banditry. Crime, including violent robbery, affects both the capital and the regions. Road traffic accidents remain a significant hazard.
All staff accommodations must comply with UNDSS standards and be formally approved.
The Admin Officer plays a central role in coordinating all support functions—Administration, Finance, Human Resources, Supply, ICT, and Fleet—ensuring compliance with UNHCR rules and regulations. The incumbent will provide technical guidance to field locations, supervise teams, and maintain robust administrative and financial control mechanisms.
Bamako is a D, non-family duty station, with adequate accommodation, services, and medical facilities. The R&R cycle is every 8 weeks (Dakar). The climate is hot and dry for most of the year. Security levels vary between 3 and 4 in Bamako and 4 or 5 elsewhere in the country. Traffic congestion and road accidents are frequent concerns.
Additional Qualifications
Skills
Education
Certifications
Work Experience
Competencies
Accountability, Client & results orientation, Commitment to continuous learning, Communication, Judgement & decision making, Managing performance, Organizational awareness, Stakeholder management, Teamwork & collaborationUNHCR Salary Calculator
https://icsc.un.org/Home/SalaryScales
Additional Information
Functional clearance