Administrative Officer

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, visit: https://www.un.org/undss/ This position is located in the Executive Office of the Department of Safety and Security (DSS). The Administrative Officer reports to the Senior Human Resources/Administrative Officer under the overall supervision of the Executive Officer.

Responsibilities

Within delegated authority, the Administrative Officer will carry out all or some of the following duties:

HUMAN RESOURCES MANAGEMENT

• Provides advice and support to managers and staff on human resources related matters. In collaboration with offices, assess workforce requirements, map available competencies and skills, and provide support in identifying capacity gaps.
• Identifies upcoming vacancies in coordination with client offices.
• Prepares classification analysis of jobs in Professional and General Service and related categories.
• Provides guidance to programme managers on the application of classification policies and procedures and by undertaking whole office review.
• Effectively coordinates actions relative to the administration of human resource activities, 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.
• Supervises and monitors the work of the Human Resources Assistants in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables, and processing of contracts.
• Provides performance management advice to staff and management. Assists supervisors and staff with understanding and using the performance appraisal system (PAS).
• Reviews post incumbency reports for purposes of vacancy management and staffing table control.
• Develops and maintains procedures, to ensure that HR administration and management information reports are consistent with UN Human Resources policies and practices.
• Reviews and recommends level of remuneration for consultants.
• Prepares special reports and participates and/or leads special human resources projects.

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. Coordinates the production of programme reports.
• Certifies travel requests.
• Defines requirements and ensures cost effective utilization of program resources.
• Provides guidance and leadership to more junior staff.

GENERAL ADMINISTRATION

• 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 office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary.
• Performs other related work as required.

Education

• Advanced university degree (Master’s degree or equivalent) in business, management, human resources, public administration, finance, or related area. A first-level university degree in combination two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

• A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field 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 with MS Office tools is required.
• Experience in using ERP systems (SAP), such as Umoja, particularly, human resources module, organizational management and travel management is required.
• Experience in producing business intelligence reports using ERP system is desirable.
• Experience in using an e-staffing system such as Inspira is desirable.
• Experience in an Executive Office or similar administrative office is desirable.
• Experience in administering staff located in family and non-family duty stations is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/232145?language=en