ADMINISTRATIVE OFFICER

Org. Setting and ReportingThis position is located in the Office of the Chief of Mission Support within the United Nations Integrated Office in Haiti, (BINUH), Port-au-Prince. The incumbent reports directly to the Chief of Mission Support. ResponsibilitiesUnder the overall supervision of the Chief of Mission Support, the Administrative Officer will perform the following duties and responsibilities: - Leads the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. - Takes the lead with respect to the preparation and implementation of the work programme of the Office, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued. - Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports. - Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. - Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, service level agreements, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. - Assists in time management, and scheduling of activities on behalf of the Chief of Mission Support with appropriate consultation as required, and effectively prioritize competing demands. - Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. - Establishes/ improves administrative procedures and systems to ensure smooth functioning of the Office, including filing (paper and electronic) system. In addition to general administration responsibilities, the incumbent manages and processes all third-party claims on behalf of the field Mission. The incumbent holds contract management and financial responsibilities with regards to Translation and Interpreting services, conference and catering services as well as the diplomatic courier services. The incumbent also serves as the principal Secretary of the Local Committee on Contracts. Performs other related work as required. CompetenciesProfessionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative 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. 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. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients. EducationHigh school diploma or equivalent is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required. Job - Specific QualificationNot available. Work ExperienceAt least ten (10) years of progressively responsible and experience within the United Nations common system or a comparable international organization is required. Experience working directly with Senior Management within the United Nations Common System or a comparable international organization is required Experience in the use of Microsoft Office Suite, including Word, Excel, Power Point, Share Point, and Microsoft Teams, is required Experience with travel arrangements and managing mission scheduling of senior managers using Enterprise Resources Planning (ERP) system such as UMOJA is desirable. Experience in international operations in a field mission in conflict or post conflict environment is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required. Knowledge of another official United Nations language is an advantage. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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.