Org. Setting and Reporting
This position is located in the Central Service of the United Nations Global Service Centre (UNGSC) in Brindisi, Italy. The incumbent reports to the Director of the Global Service Centre and provides support in planning, organizing, implementing, managing and overseeing the administrative activities of the UNGSC.Responsibilities
The Senior Administrative Officer manages the general administration of both mission locations (Brindisi, Italy, and Valencia, Spain), including human resources, financial resources, procurement, and matters pertaining to occupational safety and health, conference and learning activities, safety and security, property control and inventory and campus support. Within delegated authority, the incumbent will:
• Act as advisor and ensure development, preparation, coordination and monitoring of work plans, strategies and programmes for the administrative activities of the UNGSC and take the lead in securing the required human and financial resources;
• Plan and forecast the personnel, financial and logistical requirements of the UNGSC;
• Exercise budgetary and administrative control; certify mission expenditures in line with the the delegated authority granted by the UN Controller and report on all administrative, logistical and financial matters
• Draft guidelines, reports and correspondence on a wide range of issues and ensure that all relevant rules and regulations and policies are adhered to;
• Provide advice and assist supervisors in areas of problem solving and dealing with ad-hoc issues that arise and undertake tasks and special projects, as required;
• Assist in the supervision of safety and coordination of security operations in the Centre;
• Represent the UNGSC at meetings with other UN entities and liaise with relevant counterparts at UNHQs, within the UNGSC and with local authorities on administrative issues and activities;
• Review audit observations and draft appropriate responses in consultation with the Director; maintain liaison with the Auditors and monitor implementation of Audit/Board of Inquiry recommendations;
• Investigate and prepare all relevant documentation for appeals to the Administrative Tribunal;
• Represent the Director at various standing Boards and Committees;
• Perform other duties as assigned.
Professionalism: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. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
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 the audience. Demonstrates openness in sharing information and keeping people informed.
Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Empowering others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work. Encourages others to set challenging goals. Holds others accountable for achieving results related to their area of responsibility. Genuinely values all staff members' input and expertise. Shows appreciation and rewards achievement and effort. Involves others when making decisions that affect them.
Managing performance: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure 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.
Building trust: Provides an environment in which others can talk and act without fear of repercussion. Manages in a deliberate and predictable way. Operates with transparency; has no hidden agenda. Places confidence in colleagues, staff members and clients. Gives proper credit to others. Follows through on agreed upon actions. Treats sensitive or confidential information appropriately.
Advanced university degree (Master's degree or equivalent) in business or public administration, human resources management, finance, accounting or a related field is required. A first-level university degree with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.Work Experience
A minimum of 10 years of progressively responsible experience in human resources, budget, finance or general administration is required. Experience in handling complex organizational issues at the international level is desirable. Hands-on experience with United Nations or a similar international organization in administrative/financial policies and practices is an asset.Languages
English and French are the working languages of the United Nations Secretariat. Fluency in English is required. Knowledge of another official UN language is an asset.Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.Special Notice
• This position is temporarily available until initially 31 March 2019 during the temporary assignment of the regular incumbent to another office; a potential extension is subject to the continued absence of the primary post incumbent. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
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 “Manuals” 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.
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 APPLICANTS’ BANK ACCOUNTS.