ADMINISTRATIVE OFFICER [Temporary]

  • Added Date: Tuesday, 25 January 2022
  • Deadline Date: Monday, 31 January 2022
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Org. Setting and Reporting

The position is located at the United Nations Office at Nairobi (UNON) in Nairobi and encompasses provision of operational support services to Resident Coordinator Offices related to human resource administration, procurement, travel or other administrative needs of RCOs. In its Resolution A/RES/72/279, the United Nations General Assembly endorsed the transformation of the Development Coordination Office (DCO) as a stand-alone coordination office within the United Nations Secretariat. The new DCO assumes managerial and oversight functions of the resident coordinator system under the collective ownership of the members of the United Nations Sustainable Development Group (UNSDG). The incumbent will report to the Chief, RC System Business Management Branch and work closely with team leaders within the branch.

The Administrative Officer reports to the Chief, Global Resident Coordinator (RC) System Operations Section in the RC System Business Management Branch (UNDCO) based in New York.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

Human Resource Management
โ€ข 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.

Budget and Finance
โ€ข 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.
โ€ข 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.
โ€ข Defines requirements and work with systems units with respect to improving budget reporting systems and cost effective utilization of program resources.
โ€ข Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice.
โ€ข Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
โ€ข Provides guidance and leadership to more junior staff.

General Administration
โ€ข Coordinate operational support requirements for RCOs through the network of designated regional service providers, global service providers and operational support staff embedded within Regional Service Providers (RSPs) by UNDCO and provide day to day-to-day and performs other related administrative duties, as required (e.g., procurement and inventory management; operational travel, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems)
โ€ข Facilitate UMOJA role mapping procedures for RCOs as needed for the work related to procurement, , operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
โ€ข Work closely with UNON and other Regional Service Providers (RSPs) to ensure overall quality assurance including queries and transaction requests received from RCOs to Regional Service Providers and UNON; serves as escalation point for requisitioners; resolves complex transactional issues and client inquiries; identifies and escalates potential issues/risks and technology improvement opportunities.
โ€ข Provides advise to RCO requisitioners, regional focal points on appropriate approaches to be used in resolving any potential issues (HR, Travel, and other administrative services);
โ€ข Oversees work related to procurement, billing and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
โ€ข Reviews adequacy of departmental space requirements.
โ€ข Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
โ€ข Performs other related work as required.

Work implies frequent interaction with the following:
Staff within DCO both in New York and Regional Development Coordination Offices;
Staff in Resident Coordinator Offices (RCOs) including administrative assistants and executive assistants
Counterparts in other UN departments, entities and/or agencies.

Results Expected:
Applies specialised expertise with respect to a range of human resources, programme planning, budget, financial and administrative management tasks of the Department/Unit. Uses initiative to resolve problems/identify exceptions which may arise from time-to-time.

Competencies

Professionalism - 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; is motivated by professional rather than personal concerns; remains calm in stressful situations. 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.

ยท 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.

Client Orientation: Considers all those to whom services are provided to be โ€œclientsโ€ and seeks to see things
from clientsโ€™ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and
respect; Identifies clientsโ€™ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clientsโ€™ environment to keep informed and anticipate problems; Keeps a client informed of progress or setbacks in projects; Meets timeline for delivery of product or services to client.

Education

Advanced university degree (Masterโ€™s degree or equivalent) in business or public administration, finance, accounting, law or related area. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.

Experience working at HQ and/or Regional Office in operations and procurement is desirable.

Work experience with the UN Resident Coordinator System and/or UN Country Team is desirable.

Experience in the United Nations system or a comparable international organization is desirable.

Languages

Fluency in English (both oral and written) is required. Knowledge of another UN official language is an advantage.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special Notice

This temporary job opening is for 364 days.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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 Considerations

According 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 โ€œsexual exploitationโ€ 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 โ€œsexual abuseโ€ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term โ€œsexual harassmentโ€ 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 perpetratorโ€™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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on โ€œManualsโ€ hyper-link on the upper right side 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 Fee

THE 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 APPLICANTSโ€™ BANK ACCOUNTS.

This vacancy is archived.

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