Associate Administrative Officer

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Description

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Org. Setting and Reporting

In 2017, the UN Secretary-General proposed the establishment of an independent, system-wide evaluation office to enhance oversight, transparency, accountability, and collective learning across the United Nations Sustainable Development Group (UNSDG). In September 2023, the first Executive Director of the UNSDG System-Wide Evaluation Office (SWEO) was appointed. Since then and continuing into 2025, the SWEO’s primary goals have been to establish the office and foundations for the function. This includes developing the System-Wide Evaluation Policy, governance mechanisms, guidance, systems, and resources. The selected incumbent for this position will lead the design and implementation of core systems to support the functioning a professional independent evaluation office to include: evaluation planning and management systems; a management information system; monitoring and reporting tools for budget, financial and human resources; a sourcing strategy for specialist evaluation services, including for quality assurance and assessment; a database for tracking evaluation management response and follow-up, and establishment of a digital communications presence for the SWEO. They will also develop guidance to manage resources and contributions from UN evaluation entities to co-fund system-wide evaluation activities channelled through the SWE Multi-Partner Trust Fund and for cost-recovery of evaluation management costs. Additionally, the incumbent will be responsible for the development of process guidance and training for SWEO staff and partners on system usage and office procedures and for effective handover to the G7 Administrative Assistant who will have responsibility for ongoing use of these systems when recruited. The P2 Associate Administrative Officer is based in the UNSDG System Wide Evaluation Office of the UN (United Nations) Headquarters in New York.

Responsibilities

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

Human Resource Management

• Undertakes actions related to the administration of the unit’s 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.
• Provides information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Provides information on unit’s staffing needs for inclusion in department’s staffing table.

Budget and Finance

• Assists in developing the unit’s work program and budget; analyses inputs and formulates resource allocations by work program, or business processes.
• Monitors budget/work program with respect to Headquarters’ budget, trust funds and grants, on a regular basis, and reallocates resources as necessary.
• Supports the implementation of procedures and systems for implementing the appropriate financial database.
• Contributes to the development of budgetary guidelines for own unit.

General Administration

• Supervises support staff as required.
• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software, and systems).
• Contributes to the collection and analysis of data as well as identification of trends or patterns and provides draft insights through graphs, charts, tables, and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. Communication and information management
• Develops effective communication and information management support to the office.
• Contributes to the development of communication platforms, systems, tools, and related guidance and provides training to office staff and partners.
• Provides secretariat services to committees and ad hoc task forces by drafting and distributing agenda notes to members and participants, assembling background documentation, drafting meeting minutes, and monitoring follow-up actions. Liaison and Partnership Management
• Assists in drafting budget agreements, and grant contributions, as needed.
• Coordinates extensively with service units and frequently liaises with internal team members at Headquarters and in evaluation offices across the UN system.
• Facilitates interaction with external partners and fosters collaborative and proactive relationships with counterparts in partner entities, including senior UN officials and Member State Representatives.

Education

• An advanced university degree (Master’s or equivalent degree) in business or public administration, finance, accounting, law or related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage. A first-level degree and no experience will be accepted for candidates who have passed the United Nations Young Professionals Programme Examination (YPP), the United Nations National Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience

• A minimum of two years of progressively responsible experience in administration services, finance, accounting, human resources, audit, or related area within the UN system or comparable international organization is required. No experience is required for candidates who have passed the United Nations Young Professionals Programme Examination, the United Nations Competitive Recruitment Examination or the General Service to Professional Examination.
• One (1 year) or more of experience in data analytics or related area is required.
• Experience in the establishment and implementation of appropriate systems, tools and processes for an independent evaluation function within the UN system or comparable international organization is required.
• Experience in budget and finance, trust fund management, procurement, HR, asset management, administrative, travel, communications policies, and related processes and practices for these areas is required.
• Experience using Microsoft Word, Excel, Outlook, SharePoint, Teams, web editing software and Tableau is required.
• Experience in preparing communications content and managing communications platforms for an evaluation office is required.
• Experience of the development of process guidance and training on system usage and office procedures 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.

Source: https://careers.un.org/jobSearchDescription/239520?language=en

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