Assistant Administrative Officer

Vacancy Notice No. 1

Title of Post

Assistant Administrative Officer


National Professional Officer (NPO), NOA

Post Number


Type of contract

Fixed-term appointment


Minsk, Belarus

Date of Issue

17 October 2019

Effective date of assignment

18 November 2019

Closing Date

31 October 2019

Operational Context: (include details here on the “ideal” candidate – both in terms of soft skills, as well as technical/functional skills etc).

The candidate will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UNHCR administrative, financial and human resources rules and procedures in the Representation of UNHCR in Belarus. Therefore, the candidate needs to be well versed in finance and human resources and have strong administrative skills. The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent should possess relevant working experience to be able to assist the Supervisor in all administrative matters, addressing day to day tasks and contributing to deliver administrative activities. Knowledge of UN/UNHCR administrative, human resources and finance rules and procedures will be considered as an asset.

Functional Statement: (to be taken from the job description)

Responsibility (process and functions undertaken to achieve results): 

  • Under the direct supervision, responsible for all tasks related to administration, finance and human resources, in line with UNHCR guidelines.
  • Monitor and manage the day-to-day personnel and administrative operations of the office, and report to the manager on a regular basis.
  • Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
  • Supervises activities concerned with office and grounds maintenance, security, transport and similar services, including cleanness of vehicles.
  • Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
  • Contributes to the preparation of submissions of new or revised procedures and practices.
  • Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
  • Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
  • Coordinate training and capacity-building activities to staff in administrative related areas.
  • Oversees, and manage missions, travel of staff, including following up on travel authorizations, bookings, tickets.
  • May be required to supervise and coordinate the work of lower-level staff.
  • Perform other related duties as required by the supervisor.

Essential Minimum Qualifications and Experience:

  • University degree in Public or Business Administration, Economics or other relevant field.
  • Minimum 1 year of previous relevant professional experience in similar areas.
  • IT-Computer Literacy; MS Office (Excel, Word, PPoint, etc)
  • Excellent knowledge of English language, any other language an asset
  • Excellent knowledge of Russian/Belarusian language and local institutions is essential.

Desirable Qualifications & Competencies:

  • Knowledge of UN/UNHCR field operational realities.
  • Good knowledge of UN/UNHCR administrative procedures and processes.

Required Competencies:

Core Competencies:

  • Accountability
  • Communication
  • Organizational Awareness
  • Teamwork & Collaboration
  • Commitment to Continuous Learning
  • Client & Result Orientation

Cross-Functional Competencies:

  • Planning and Organizing
  • Analytical Thinking
  • Stakeholder Management


Candidates must be Belarusian nationals.

Internal staff members should consult the Policy and Procedures on Assignments of Locally recruited Staff (PPAL). If you have questions regarding eligibility, you may also contact the HR Unit.


A competitive compensation and benefits package is offered.

Submission of Applications:

If you wish to be considered for this vacancy, please submit your letter of motivation, updated factsheet (for internals), signed Personal History Form (for externals) by e-mail clearly stating the position title, vacancy notice number and your Last Name in the subject line to: Этот адрес электронной почты защищён от спам-ботов. У вас должен быть включен JavaScript для просмотра. by the closing date.

The Personal History Form and its supplementary sheet is attached.

No late applications will be accepted. Only shortlisted candidates will be contacted. Shortlisted candidates will be required to sit for a written test and oral interview. UNHCR does not charge a fee at any stage of the recruitment process (application, interview, processing or any other fees).

UNHCR strongly encourages qualified female applicants for this position. UNHCR seeks to ensure that male and female employees are given equal career opportunities. UNHCR is committed to achieving workforce diversity in terms of gender, nationality and culture. All applications will be treated with the strictest confidentiality.

Personal History Sheet

Supplementary Form

Job Description Form