SENIOR ADMINISTRATIVE OFFICER

Org. Setting and ReportingThis position is located in the United Nations Mission in South Sudan (UNMISS), Juba, in the Office of the Director of Mission Support. Juba is classified in the \"E\" category as a non-family duty station. The Senior Administrative Officer reports directly to the Director of Mission Support. ResponsibilitiesWithin delegated authority, the Senior Administrative Officer will carry out the following duties: • Assists the Director in the development and implementation of an administrative and financial management framework of the Mission. • Provides expert advice to the Director on management matters, policies, guidelines and practices in a broad range of administrative areas, including budgeting, financial management, human resources management, supply chain management, procurement, ICT, auditing, information management issues, among others. • Assists in the development, coordination and monitoring of the Mission Support Division’s work plans and undertakes evaluation of support provided to all Mission components. • Prepares case presentation for the Director’s approval as required, and provides substantive analysis, advise and solutions/ recommendations on a wide range of administrative, logistic, and financial matters within the Mission and/or pertaining to external entities. • Leads drafting process and produce major/complex reports on behalf of Director, and liaises with all necessary stakeholders to secure timely input and to close out and resolve comments. • Provides advice and support the Director in such areas as audits, special reviews of operational objectives and related administrative policies/procedures, etc. • Performs programme / project management tasks including in crisis, change/contingency management and other established committees and ad hoc task forces such as Security/ Evacuation Plans, ICSC Surveys, among others. • Drafts policies, directives, guidelines, and Decision Briefs for the Director on a wide range of issues and ensures the relevant UN rules and regulations are adhered to. • Draft correspondence including letters, code cables, notes verbales, and memoranda, from the office of the Director on a range of administrative, operational and policy matters. • Leads all engagements with UN Agencies Funds and Programmes, and external entities which require establishment of Service Level Agreements (SLA), Memorandum of Understanding (MOU), Letter of Understanding (LOU), Financial Agreements (FA), and any other instruments, and coordinates the implementation, reviews, renewals, and closures. • Liaises with the Offices of the Head of Mission, Force Commander, Police Commissioner, as well as Chiefs of Services and Sections on administrative issues/activities, or their Representatives, as applicable. • Liaises with local authorities, mission stakeholders, and UN Agencies, Funds and Programmes or other parties on behalf of the DMS. • Oversees the work of Boards & Committees, including Board of Inquiry (BOI), Claims & Local Property Survey Board (LPSB), Local Committee on Contracts (LCC) and Tender Opening Committee (TOC). • Ensures timely implementation of recommendations including from Conduct & Discipline Team, Board of Auditors, Board of Inquiry, security investigations, and any others established, including the required reporting. • Manages the Delegation of Authority (DOA) Portal and ensures it is up-to-date, continuously monitored, in strict compliance with the delegation, and appropriate reporting is completed. • Vets requests for support from external parties and approves requests within delegated authority or, where appropriate, submits such requests for consideration of the DMS. • Participates in the weekly management meetings to provide advice on administrative, financial, procurement, human resources, and other matters as required. • Performs ongoing reporting to UN Headquarters as necessary, provides project management support and keeps the Director of Mission Support advised on the implementation of the projects. • Manages administrative staff of the department and prepares performance reports and medium-term plans for staff. • Performs any other duties as assigned by the Director. CompetenciesProfessionalism: Proven conceptual analytical and evaluative skills which includes ability to identify issues, formulate options and provide recommendations. Ability to provide specialized advice in a broad range of human resources management, financial, administrative areas to the Director and managers. Ability to apply UN rules, regulations, policies and guidelines in work situations and prepare reports or rational with respect to key administrative decisions. Knowledge of financial and budgetary principles and practices, administration of resources and in-depth grasp of financial principles and practices is recommended... 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. Communication: Speaks planning,s 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. Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority. Ensures that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly. Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary. EducationAdvanced university degree (Master’s degree or equivalent degree) in business or public administration, finance, law or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of ten (10) years of progressively responsible experience overseeing a combination of at least four of the following areas of administration: legal affairs, policy and planning, administration, or human resources management, five years of which at the international level, preferably in the United Nations or other international organization is required. Experience in drafting high-level reports, notes verbales to government authorities, code cables, administrative directives or instructions, as well as in representing the Office of the Director in the highest fora of inter-governmental bodies and policy-making organs is required. Demonstrated experience in drafting MOUs or Letters of Agreement with Agencies, Funds and Programmes and other related entities and service providers is required. Experience in handling complex organizational issues at the international and diverse environment is required. Experience in providing administrative support to a senior management level/executive in a complex operational environment is desirable. Experience providing service to or in a field operation of the United Nations Common System or a comparable international organization is desirable. Experience in programme / project management and in the use of financial modules of SAP or other similar ERPs is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. 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. Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce. 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.