ADMINISTRATIVE OFFICER

Org. Setting and ReportingThis position is located in the Office of the Chief of Staff of the United Nations Mission in South Sudan (UNMISS), duty station Juba. The incumbent will report to the Chief of Staff. ResponsibilitiesWithin delegated authority, the Administrative Officer will be responsible for the following duties: HUMAN RESOURCE MANAGEMENT • Effectively coordinates various human resource management activities such as recruitment, onboarding, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • In coordination with Human Resources Section, support personnel under OCOS to understand conditions of service, duties and responsibilities and entitlements under the Staff Rules and Regulations. BUDGET AND FINANCE • In coordination with the Budget & Finance Unit, takes the lead with respect to the preparation and implementation of travel, training, consultancy budgets, ensuring that financial resources are utilized in accordance with the Programme and allotments issued. • Defines requirements and work with sections with respect to improving budget reporting systems and cost-effective utilization of program resources. Supports the development of procedures to ensure that accounting and financial management controls are consistent with UN policy and practice in coordination with the Budget & Finance Unit. • Supervises and/or provides guidance on financial administration and management information issues and practices. • Provides analysis to support decision-making using relevant information and related tools. • Provides guidance and leadership to junior staff. GENERAL ADMINISTRATION • Provides administrative support to the Office of the COS in the management of the Units/Sections under the COS. • Oversees work related to procurement, billing and receipt of income from various services, operation travel program, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. • Reviews adequacy of OCOS space requirements. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Actively participates in Committees/Boards as instructed by COS. • Serves as the focal point for Audit issues in the Chief of Staff Pillar. • Supports COS to review research requests in coordination with the Legal Affairs Unit. • Supports in coordinating VIP visits. • Performs other related work as required by COS and Senior Advisors. CompetenciesProfessionalism: Knowledge of administrative, budgetary, financial, and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluate skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings. EducationAdvanced university degree (master’s degree or equivalent) in business or public administration, human resources management, finance, accounting, or related field. A first-level university degree with two additional years of qualifying experience may be accepted in lieu of an advanced university degree. Job - Specific QualificationNot available. Work ExperienceAt least five (5) years of progressively responsible experience in human resources, budget, finance, accounting, general administration, and field administrative operations is required. Experience in field operations support is required. Experience supporting conflict or post-conflict field operations in a location outside of a headquarters duty station is required. A minimum of two years working experience in a Front Office is desired LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in English (both oral and written) is required. AssessmentPreviously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment. Special NoticeThis \"Recruit from Roster\" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.