Administrative Officer

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Description

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Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value.

Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs,  This position is located in New York in the Resource Mobilization Unit and will report to the Programme Management Officer/Chief of RMU. The Administrative Officer will support the coordination and management at the Headquarters level of the extrabudgetary projects, including their effective delivery and implementation to enable UNDSS to support humanitarian operations in Gaza.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

Human Resource Management

• Provides advice and support on human resources related matters, including assessing workforce requirements that match changing situation on the ground, mapping available competencies and skills, and providing support in identifying capacity gaps.
• Effectively coordinates actions relative to the administration of human resource activities, both internally and with UNDP e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Reviews and provides advice on interpretation of policies, exceptions to policies, regulations and rules.
• Supports the implementation of end-to-end recruitment processes which includes initiating the hiring process, recruitment planning, advising managers in the preparation of Job Openings and reviewing recommendations on the selection of candidates by Hiring Managers.
• Reviews post incumbency reports for purposes of vacancy management, staffing table control and regular reporting to donors Budget and Finance
• Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan and prepares proposals for budget revisions. Coordinates the production of programme budget status reports to donors.
• Defines requirements and ensures cost effective utilization of program resources.

Procurement

• In coordination with Field and HQ counterparts, effectively leads actions related to the procurement of equipment and supplies for extra-budgetary projects.

General Administration

• Acts as the main Focal Point for coordination with UNDP on all administrative, financial, HR and budgetary matters related to the implementation of extrabudgetary project. Organize Field/Headquarters meeting on project implementation. Identifies issues and coordinates solutions.
• Provides advice and support to managers and staff on administration matters with emphasis on Umoja
• Supervises and provides guidance on administration and management information issues and practices to colleagues.
• Oversees the identification of technology needs and maintenance of equipment, software and systems, coordinating procurement and enhancements as necessary.
• Identifies administrative bottlenecks and liaises with relevant Divisions and Sections seeking appropriate solutions.
• Performs other related work as required.

Education

• Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, 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 Qualification

• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience

• A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.
• One year of experience working within the UN Common System or comparable international organisation or nongovernmental organisation at the international level is required. Experience in handling complex organizational issues and managing large staffing tables is required. Experience in implementing personnel and administrative policies and procedures of the United Nations or a comparable international organisation is required.
• Experience in using ERP systems (SAP), such as Umoja, particularly, human resources module, organizational management, travel management and producing reports is required.
• Experience in using an e-staffing system such as Inspira is desirable. Experience in providing administrative or programmatic support to or in a field operation of an international organization is desirable. Experience in establishing and maintaining relationships with counterparts in UN entities, including Secretariat and Agencies, Funds and Programmes, or comparable international organisations is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Source: https://careers.un.org/jobSearchDescription/243410?language=en

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