ASSISTANT ADMINISTRATIVE OFFICER

Org. Setting and ReportingThis position is located in United Nations Regional Office for Central Africa, Office of Chief of Mission Support. The incumbent of this position will directly report to the Logistics Assistant. ResponsibilitiesWithin delegated authority, the Assistant Administrative Officer will be responsible for the following duties: Logistics and Supply Chain: • Assist in the monitoring and managing Supply, TPT, and ENG warehouses. • Monitor available contracts against Initial Source Plans from entities. • Modify/update the Source Plan in accordance with that year's plan. • Respond to demands from staff members as they arise. • Coordinate with all sections on delivery schedules for requested items. • Assist in the preparation of reports on proposed consumption and lead time for expendable goods with the Property management unit. • Assist in the initiate the Write-Off process by creating the Notification and reservation, then complete the notification. Contract Management Administration • Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services, namely media outlets, printing houses • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Processes the payment of contractors' invoices and monitors payments of media outlets, printing houses and other communication services suppliers. General Administration • Prepares processes and follows up on administrative arrangements and forms related to the official travel of staff/checkout. *Assists in developing the unit’s work program and budget, as well as project related budgets • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions, and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Performs other related administrative duties, as required, e.g., operational travel program; monitoring accounts and payments to vendors and individual contractors for services; physical space planning; organizing and coordinating administrative arrangements for seminars, conferences, and translations. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions, e.g., contracts management, procurement, business intelligence, database management, etc. Ability to apply. knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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 client. 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. 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. EducationA first level University degree in Administration, Contracts Management and Procurement or related area. Job - Specific QualificationNot available. Work ExperienceThree years of progressively responsible experience in administration, contracts management, procurement is required. Relevant experience in the UN common system or comparable international organization, is desirable. Experience in the areas of production planning, scheduling, inventory control, procurement and logistics processes, is required. Working knowledge of Umoja or similar ERP system supporting Administration management/ Contract and Finance activities and the execution of logistics is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French are required and knowledge of English is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeCandidates for the National Professional Officer category shall be of the nationality of the country where this position is located. 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.