Job Opening
Job Opening ID: 225415
Job Network : Management and Administration
Job Family : Administration
Category and Level : Professional and Higher Categories, P-4
Duty Station : NEW YORK
Department/Office : Department of Management Strategy, Policy and Compliance Enterprise Resource Planning Project
Date Posted : Jan 29, 2024
Deadline : Mar 13, 2024

Org. Setting and Reporting
This position is located in the Office of the Director of the Enterprise Resource Planning Solution Division (ERPSD), in the Department of Management Strategy, Policy and Compliance (DMSPC). The Administrative Officer reports directly to the Director.

Umoja is a continuous organizational transformation, enabling high-quality, and cost-effective service delivery for evolving United Nations mandates, anywhere in the world. By updating skills, harmonizing practices and applying global technology, Umoja maximizes productivity of the UN’s human, financial and material resources.

Umoja transcends organizational, geographical and functional barriers, fostering a culture of transparency, accountability, empowerment, sharing and unity across the United Nations. For more information on Umoja visit: http://umoja.un.org
Responsibilities
Under the supervision of the Director, the Administrative Officer will be responsible for the following:

Human Resource Management
• Provides expert advice with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Represents the Department/Unit at Departmental Panels and appointment bodies.
• Leads, oversees and coordinates the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.

Budget and Finance
• Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of program resources.
• Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
• Establishes and maintains a set of sound policies, procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.

General Administration
• In support of the Director, researches, reviews documents and reports of relevance, prepares correspondence, comments, talking points, minutes and briefings relating to internal activities and plans. Monitors and analyzes activities concerning the above.
• Organizes and prepares written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.
• Provides substantive backstopping to consultative and other meetings, conferences, to including agenda drafting, participant composition, preparation of documents and presentations, etc.
• Serves as focal point for all meetings of the Director, and assures effective participation by the Division and of the Director in relevant statutory bodies’ meetings and the Steering Committee meetings, inter alia.
• Supervises a staff team and/or provide advice to others on human resource administration, financial administration and management information issues and practices to colleagues.
• Produces major/complex reports for management.
• Provides expert guidance and leadership to more junior staff.
• Performs other related duties as required, e.g., reviews of Secretariat offices and departments at headquarters/missions, operational travel programme, adequacy of departmental space requirements, and technology requirements.
• Coordinates activities related to reporting across Division, including in connection with audit.
• Performs other related work as required.

Communications
• Takes the lead in strategy, planning, development and implementation of the Division’s Communication programme and social media strategy.
• Prepares a diverse range of media assets and materials in support of targeted communication campaigns that is aligned to the Division’s strategic vision and the approved work plans.
Competencies
PROFESSIONALISM: Knowledge of administrative policies and procedures. Knowledge of different aspects of public information and communication. Ability to produce a variety of written communications products in a clear, concise style. 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. 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 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.

PLANNING AND 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.
Education
Advanced university degree (Master’s degree or equivalent) in business or public administration, communication, public information, law or related area is required. A first-level university degree (Bachelor’s degree or equivalent) in combination with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.
Job – Specific Qualification
Not available.
Work Experience
A minimum of seven years of progressively responsible experience in administration, project or programme management, public information, communications, or related field is required.

Experience working with Umoja or similar ERP system is desirable.

Experience in supervising a team is desirable.

Experience in change management, development and implementation of new initiatives is desirable.

Experience in programme development, monitoring and evaluation is desirable.

At least three years of experience with organizing and preparing reports or publications is desirable.

Experience in developing communication products on diverse platforms and through multi-media to message targeted audience(s) is desirable.

2 years or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.