Job Opening
Job Opening ID: 223803
Job Network : Management and Administration
Job Family : Administration
Category and Level : Professional and Higher Categories, P-3
Duty Station : NEW YORK
Department/Office : Department of Operational Support
Date Posted : Jan 19, 2024
Deadline : Mar 3, 2024

Org. Setting and Reporting
This position is located in the Office of the Assistant Secretary-General (OASG), Office of Supply Chain Management (OSCM), in the Department of Operational Support (DOS).

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions.

The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service.

The incumbent reports to the Special Assistant to the Assistant Secretary-General (ASG) for Supply Chain Management.
Responsibilities
Within limits of delegated authority, the Administrative Officer will be responsible for the following duties:

Budget and Finance
• Supports the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the programme budget and allotments issued.
• Monitors and reviews the work programme by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports.
• Develops procedures and implement same to ensure that accounting and financial management controls are consistent with United Nations’ policy and practice.
• Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues.
• Provides guidance and leadership to more junior staff.

Procurement
• Advises the Assistant Secretary-General on recommendations made by the Headquarters Committee on Contracts (HCC) for minutes that require the ASG’s signature and decision.
• Makes recommendations to the Assistant Secretary-General with respect to requests for waivers or other applications of the Procurement Framework that come to the ASG for decision or guidance.

General Administration
• Oversees work related to procurement, billing, and receipt of income from various services, operational travel programme, procurement monitoring and evaluation of vendor contracts/payment to vendors and individual contractors for services.
• Reviews adequacy of departmental space requirements.
• Oversees the identification of office technology needs and maintenance of equipment, software, and systems, coordinating enhancements as necessary.
• Collects and analyzes data to identify trends or patterns and provides insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Performs other related work as required.
Competencies
• Professionalism: Knowledge of administrative, budgetary, financial and human resources, and procurement policies and procedures. 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 audience; demonstrates openness in sharing information and keeping people informed.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; 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 products or services to client.
Education
Advanced university degree (Master’s degree or equivalent degree) 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
Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent is required.

Work Experience
• A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.

• A minimum of three years of procurement experience is desirable.

• Experience in procurement processes and procedures in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds and programmes), or other similar international organisation is desirable.

• Experience preparing and/or presenting procurement cases to Local or Headquarters Committees on Contracts, or equivalent review committees, is desirable.

• Experience working with data analytics and visualization tools and developing data analytics and visualization reports and dashboards 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 another official United Nations language is desirable.