Organizational Setting and Work Relationships
The Resource Management Associate position is normally a part of the Resource Management (RM) Unit within a Division or Bureau. The incumbent covers entire resource management area, including providing of technical assistance in budget management of allocated resources (Ops, ABOD and Staffing), Programme (including direct and implementation through Partners), HR (for national and international regular, TA and AWF positions) and Administration. S/he works closely with the other members of the RM team and liaises with the relevant Services/Sections/Units within the Division/Bureau for both the monitoring and implementation of activities and budgets utilization. The incumbent also regularly liaises with the other technical Divisions as well as with Regional Bureaux or Country Operation. The position normally reports to a (Senior) Resource Management Officer.
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 and Qualifications Duties
- Consolidate budgetary and financial information/analysis to assist the resource allocations at the Division/Bureau level, particularly in relation to Annual Programme Review and Mid-Term Review.
- Participate in the Operational reviews and meetings to assist the Senior Managers in determining resource requirements for Admin and Operations under area of responsibility while taking into account budget ceiling and operational needs.
- Provide inputs and comments on the budgetary matters under ABOD and OPS during the Annual Programme and Mid-Year Reviews.
- Regularly update and maintain accurate budgetary and financial information records, i.e. expenditures, pipelines of submissions for the Budget Committee as well as the decisions of the Budget Committee to assist the efficient and accountable use of resources.
- Assist in preparing project proposals and staffing submissions to the Budget Committee and notifications to the PBS for position changes.
- Prepare correspondence, reports, evaluations and justifications as required on HR and general administrative or specialised tasks, which may be of a confidential nature, within the assigned area of responsibility.
- Regularly monitor budgetary trends (including expenditures, budget balances and spending authority under ABODs and OPS Projects) and report on cases of significant variances, particularly at year-end period to ensure full utilization of the available budgets and spending authority.
- Through the extraction and consolidation of data from MSRP, FOCUS, etc., assist in analysing progress against set targets.
- Assist in identifying and addressing training and capacity-building needs in the areas of programme, resource and RBM, etc.
- Take up follow-up action with the Service/Section Heads for timely completion performance evaluation reports of all Division's staff.
- Support the recruitment of GS staff including the preparation of vacancy notices, screening of applications, conducting tests on the required skills. Draft submissions for the Assignment Committee (AC).
- Support the recruitment of P staff and international consultants by organizing interview panels for advertised positions and assist in preparing interview questions and drafting of manager's views.
- Prepare requests for temporary appointments, contracts and SALs extensions and draft appropriate recommendations to the AC and JRB if required.
- Assist newly-arrived international staff with administrative formalities related to their accreditations, security/ground passes, submission of completed forms and related documents to headquarters, arrangements for their travel, if applicable.
- Perform other related duties as required.
Education & Professional Work Experience
- Years of Experience / Degree Level
- For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Certificates and/or Licenses
Relevant Job Experience
- Essential: Previous work experience in the areas of Programme/Admin/HR with the knowledge and understanding of administrative functions and exposure to provision of support services in an International Organisation. IT affinity is essential.
- Desirable: UNHCR PM1 LP. Knowledge of PeopleSoft/MSRP, Focus and other system software used by UNHCR.
- AD-UNHCR Administrative/Secretarial procedures;
- BU-PeopleSoft EPM/Budget;
- IT-Computer Literacy;
- MS-Drafting, Documentation, Data Presentation;
- PG-Resource Planning; eg. FOCUS, Global Focus Insight;
- IT-MS Office Applications;
- PG-Programme Management (project formulation, programme cycles and reporting standards);
- RM-Resource Management;
- PG-Results-Based Management;
- HR-Recruitment&Vacancy Management procedures;
- MS-Provide support, advice, and guidance in the relevant field;
(Functional Skills marked with an asterisk* are essential)
- 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.