Associate Administrative Officer

Org. Setting and ReportingThis position is located in the Trafficking in Persons and Smuggling of Migrants Unit of the Regional Office for West and Central Africa (ROSEN), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC).The incumbent will work under the direct supervision of the UNODC XAWW36 Project Coordinator and overall guidance of the UNODC Regional Representative for West and Central Africa. For more information on UNODC, please visit the website www.unodc.org ResponsibilitiesWithin assigned authority, the Associate Administrative Officer will be responsible for the following specific duties: • Contribute to the delivery of the administration of the unit’s work programme by supporting the establishment of priorities, monitoring outputs against agreed targets, and ensuring high-quality, client-oriented administrative services. Collect and analyze feedback from clients and propose improvements to address identified gaps; • Provide administrative and financial support for the planning and implementation of programme and project activities, ensuring adherence to UNODC regulations and donor requirements; • Assist with the preparation and monitoring of work plans, budgets, and financial reports; review and coordinate budget submissions, ensuring completeness, accuracy, and alignment with approved activities. Monitor financial and administrative implementation, identify operational and financial issues, and propose corrective actions in line with UN rules and procedures; • Support the management of grants and partnership agreements, in close cooperation with relevant country offices and other ROSEN units, by maintaining updated financial and administrative records and ensuring compliance with donor and UNODC requirements; • Support consolidation of programme and donor information to support Online Staffing Table (OST) updates, early identification of human resources needs, and corresponding grant eligibility and funding allocations; • Coordinate the organization of meetings and conferences, ensuring proper logistical and administrative arrangements (including SAP-based (UMOJA) participant registration, travel processing, security and protocol, and related expense reports) in line with UN rules and procedures; • Contribute to knowledge sharing and capacity building of administrative and field staff on Umoja and financial procedures, promoting consistent and compliant practices; • Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting; • Document requirements and background information used for data analysis; • Perform any other work-related tasks as required. Work implies frequent interaction with the following: Closely work with project team members located in Dakar, Senegal and in close collaboration with the UNODC field offices across the region as well as national counterparts and international experts to ensure the effectiveness of the project. Results expected: • Effective Programme and Financial Support: Programme and project activities are efficiently supported through timely administrative and financial services, with financial processes aligned to programme objectives, donor agreements, and UNODC regulations, facilitating timely delivery of results. • Accurate and Timely Budgeting and Financial Monitoring: Budgets are accurately prepared, reviewed, and monitored; financial reports are timely and reliable; and transactions comply with donor regulations and UN policies, reducing operational and financial risks. • Efficient Administrative and Organizational Support: Administrative actions, including recruitment, travel, meetings, and training, are processed promptly and effectively, ensuring smooth implementation of programme activities and successful organization of meetings and conferences. • Strengthened Grant, Partnership, and Resource Management: Donor grants and partnership agreements are effectively monitored and supported; programme and donor information is consolidated for better OST processing, human resource planning, and funding allocation. • Enhanced Knowledge Sharing and Staff Capacity: Administrative and field staff are supported through guidance and basic training on Umoja and financial procedures, contributing to consistent and compliant financial and administrative practices. CompetenciesProfessionalism: Has knowledge of administrative, budgetary, financial and human resources policies and procedures. Has ability to apply various United Nations administrative rules and regulations in work situations. Has ability to identify issues, formulate opinions, make conclusions and recommendations. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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 & Organizing: Ability to develops clear objectives in accordance with agreed upon strategies; to identify tasks and activities that have to be dealt with as a matter of priority; to adjust priorities if required; to allocate appropriate time and resources to completing tasks; to anticipate risks and to adopt corrective measures in the course of planning and executing activities; to use time in an effective manner. Client orientation: Establishes and maintains productive partnerships with all relevant stakeholders, by gaining trust and respect; identifies clients’ needs and matches them to appropriate solutions; 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 technical assistance and other services and products. EducationAn advanced university degree (Master's degree or equivalent) in business or public administration, human resources, finance, or a related area is required. A first-level university degree in similar fields in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of two years of progressively responsible experience in finance, administration, human resources, procurement or related field is required. Experience working with Enterprise Resources Planning (ERP) systems is required. Experience working with an SAP database is desirable. Experience in budget and financial planning and monitoring is desirable. Experience within the United Nations System or similar international organizations is desirable. Experience using MS Excel is desirable. Experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another United Nations official language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special NoticeCandidates for the National Professional Officer category shall be of the nationality of the country where this position is located. 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. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. 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.