Job Description

Please note that this vacancy is only open to eligible staff members who have been individually notified of their eligibility to apply for positions advertised in the Accelerated Posting Compendium.

June 12, 2026

C

Family

PR4

Professional

Reason

Regular > Regular Assignment

2026-05-26

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.

Essential attributes:
1. Substantial experience in finances, administration management and human resources functions within large and complex UNHCR operations, preferably involving large field structures and multi-agency environments and demonstrate a deep understanding of organizational management processes, operational support systems and workforce administration.
2. Strong experience in supervising multidisciplinary teams and management of large administrative and operational support structures.
3. Experience supporting organizational restructuring, workforce planning, operational footprint rationalization and institutional transformation processes. Demonstrated ability to operate strategically while simultaneously addressing operational priorities would represent a significant advantage.
4. Strong knowledge of UNHCR systems—including MSRP/Cloud ERP, COMPASS and administrative and financial systems. Experience using analytical tools such as Power BI to support management decision-making would be an asset.
5. Excellent written and oral communication skills in both Englih and French languages and demonstrate the ability to operate effectively in a bilingual environment.
Desirable attributes:
1. Previous experience in high-risk operations and emergency settings, particularly in the Central Sahel and Great Lakes regions in Africa, would be highly desirable.
2. The role requires strong interpersonal, communication and coordination skills as well as demonstrated maturity, judgement and resilience. Candidates should be capable of managing competing priorities and operating effectively under pressure.

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Operational context

Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel

The Democratic Republic of the Congo (DRC) hosts one of the largest and most complex displacement situations globally and remains among UNHCR’s largest operations in Africa. The country continues to face overlapping humanitarian crises driven by protracted armed conflict, intercommunal violence, disease outbreaks, natural disasters and chronic development challenges. These dynamics continue to generate large-scale displacement while simultaneously affecting refugee-hosting and return environments.

As of early 2026, the DRC hosts approximately 6.5 million internally displaced persons (IDPs), alongside over 600,000 refugees and asylum-seekers originating from neighboring countries and returning Congolese populations. Population movements remain highly fluid, particularly in Eastern DRC where deteriorating security conditions associated with AFC/M23 dynamics and the activities of multiple armed groups continue to generate recurrent displacement and increasing humanitarian needs.

The operation is currently undergoing substantial institutional transformation following major funding reductions and operational restructuring. Between 2025 and 2026, staffing levels reduced significantly, office structures were streamlined and substantial resource prioritization measures were implemented. While these adjustments enabled increased prioritization of programme delivery resources, they also significantly increased pressure on support functions and operational oversight systems.

The DRC operation currently maintains a presence through one Representation Office, two Sub-Offices, two Field Offices and five Field Units and supports one of UNHCR’s largest populations of concern globally. The operational environment remains characterized by insecurity, access constraints, high fiduciary risks, complex implementing arrangements and significant expectations related to operational effectiveness and accountability.

Within this context, administrative functions play a critical strategic role in enabling operational continuity and ensuring that resources, systems and support structures remain aligned with operational requirements. Administrative leadership within DRC extends well beyond traditional administrative support functions and increasingly encompasses workforce planning, operational continuity, resource stewardship, risk management and organizational transformation.

The position is based in Kinshasa, which serves as the strategic and coordination hub for the DRC operation.

Nature of Position:

The Senior Administrative Officer reports to the Representative and manages 4 international staff at P3 and P2 levels.

Although classified at P4 level, the Senior Administrative Officer position functions substantively as a senior management position within large and complex operations. The position serves as the principal advisor to senior management on administration, finance, human resources and operational support matters and plays a central role in ensuring organizational effectiveness across one of UNHCR’s largest and most demanding country operations.

The incumbent is expected to adopt a proactive, mature and highly strategic management approach to strengthen administrative capacity and support institutional transformation within an environment characterized by resource constraints, insecurity and rapidly evolving operational demands.

The Senior Administrative Officer serves as a member of the Senior Management Team (SMT) and provides strategic advice to the Representative and Deputy Representative on administrative, operational and organizational matters. S/he contributes actively to strategic planning processes, restructuring initiatives and resource prioritization discussions aimed at ensuring operational sustainability and effectiveness.

The incumbent provides leadership and oversight across a broad portfolio encompassing administration, finance, human resources and operational support functions and ensures coherence between these functions and wider operational priorities. The position supports workforce planning, organizational design and operational footprint rationalization processes and contributes to strategic decisions regarding staffing structures and support capacities across the operation.

The position requires extensive engagement and close coordination with the Division of Financial and Administrative Management (DFAM) at Headquarters, particularly on matters related to financial oversight, policy implementation, workforce administration, budget management and organizational support systems. The incumbent also works closely with the Regional Controller at the Regional Bureau for West and Central Africa (RBWCA) to ensure alignment with regional priorities, strengthen oversight arrangements and support compliance with financial and administrative management frameworks.

The position requires strong technical expertise and demonstrated experience managing large administrative structures within complex multi-agency environments. Thorough knowledge of UNHCR systems and tools—including Cloud ERP/MSRP, COMPASS, Power BI and associated administrative and financial systems—is essential. The position also requires sufficient expertise and practical knowledge to support capacity-building and training initiatives for staff and field offices.

Given the scale and complexity of the DRC operation and the elevated fiduciary environment, the Senior Administrative Officer plays a central role in strengthening and institutionalizing internal control systems and accountability mechanisms across the operation. The incumbent is responsible for leading initiatives aimed at reinforcing compliance, strengthening risk mitigation measures and improving operational oversight arrangements.

In this capacity, the Senior Administrative Officer serves as the Chair of the Internal Control Oversight Committee and leads the operation’s efforts to strengthen internal control mechanisms and organizational accountability. The Committee serves as a multidisciplinary oversight platform responsible for identifying systemic control weaknesses, monitoring compliance trends and strengthening preventive and corrective measures across key risk areas. This includes oversight and follow-up relating to operational advances, procurement and supply-chain processes, financial management, travel authorization compliance, implementing partner management, audit recommendations, asset management and broader organizational risks.

The position also plays a central role in strengthening risk management and organizational learning processes by ensuring that internal oversight findings are translated into practical operational improvements and management actions.

The Senior Administrative Officer will contribute actively to strengthening governance structures, internal controls and oversight systems and support audit follow-up exercises and organizational accountability processes in a context characterized by elevated fiduciary, operational and compliance risks.

The position requires frequent travel to field locations, including remote and security-constrained environments. Consequently, the incumbent should demonstrate strong resilience, sound judgement and the ability to operate effectively under pressure while managing multiple competing priorities.

Living and Working Conditions:

Kinshasa serves as the Representation Office and strategic coordination hub for the DRC operation. As the capital city, Kinshasa offers comparatively better infrastructure and services than many other locations within the country. International schools, private healthcare facilities, banking services and telecommunications infrastructure are available.

Accommodation in Kinshasa remains expensive and represents a significant cost for internationally recruited staff. While supermarkets and commercial services are available, many imported goods remain costly. Local markets provide more affordable alternatives for food and household goods.

The local currency is the Congolese Franc, although the US Dollar remains widely used throughout the country. Banking facilities are available in Kinshasa and major urban centres; however, access to banking services may be significantly more limited in remote field locations where cash transactions remain common.

Traffic congestion in Kinshasa is significant and can considerably affect mobility. Road traffic accidents represent one of the most frequent security incidents affecting UN personnel. While Kinshasa remains relatively stable compared to eastern parts of the country, criminality—including theft, robberies and occasional civil unrest—remains a concern. Staff are expected to comply fully with security procedures and maintain heightened situational awareness.

The position also requires regular travel to field locations where living and working conditions may be considerably more difficult and where access to basic infrastructure and services may be limited.

Additional Qualifications

Skills

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

Accelerated Posting Compendium 2026 - Part B

Additional Information

This position doesn't require a functional clearance