Administrative Officer

Org. Setting and ReportingThis position is located in the DC2 Renovation Project, Planning Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The incumbent reports directly to the Senior Project Officer of the DC2 Project. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The department has embarked on the DC2 Project, which is a multiyear Capital Renovation project to convert 25 floors of the DC2 building into flexible workspace. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation of all existing physical facilities and assets at UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. ResponsibilitiesWithin delegated authority, the Administrative Officer will be responsible for the following duties: General Administration • Develops and implements a comprehensive project document management system. • Tracks and records all relevant documents for the DC2 project. • Administers DC2 Project contracts, including issuing shopping carts, following up on purchase orders, and verifying invoice formats. Monitor contract KPIs. • Coordinates and monitors work related to DC2 project procurement, conducts billing, programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services. • Performs other related work as required. Budget and Finance • Records and tracks all DC2 project costs and produces monthly cost reports. • Assists with budget management for the DC2 project and ensures accurate cost center allocations. • Assists the Senior Project Officer of the DC2 project in managing and implementing the process to obtain tenant improvements fund reimbursement. • Prepares Service Entry Sheets (SES) and drafts task orders for the Senior Project Officer. • Monitors DC2 project contingency fund utilization and provides justifications. Reviews internal UN stakeholder invoices and requests clarifications. • Takes the lead with respect to the preparation and implementation of the work programme, 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. • Serves as the primary focal point for audits, liaising directly with the relevant audit entities to ensure full cooperation and effective audit management. • In close consultation with the project lead, prepares official reports for presentation to intergovernmental and oversight bodies, including the Board of Auditors, ACABQ, CPC, General Assembly, and other relevant entities. • Maintains accurate records of invoices and payments and ensures timely tracking and follow-up on outstanding financial actions. • Records and tracks cost information in UMOJA. • Performs other related work as required. Human Resource Management • Supports the DC2 project team on HR matters, including performance report tracking and mandatory training compliance. • Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Performs other related work as required. 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 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. Able to analyze and interpret data in support of decision-making and convey resulting information to management. 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 & 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. EducationAdvanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. Experience in providing administrative support for large multi-year construction projects is required. Experience with project budget tracking is required. Experience in providing administrative support on procurement for construction projects is desirable. Experience in providing administrative support on contracts management is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).