>Administrative Officer, P4
>Administrative Officer, P4
Org. Setting and Reporting
The position is located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
This position-specific job opening is being advertised for the position of Administrative Officer in Regional Office for Middle East and North Africa (ROMENA), based in Amman, Jordan. The incumbent reports to the Head of Office ROMENA.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties:
I. BUDGET AND FINANCE:
• Serve as a Senior Administrative Officer for OCHA Country Office, including providing guidance on administrative structure, internal control systems, implementation of the UN Financial Rules, Regulations and Guidelines, use of official forms, protocols, etc.
• Manage and advise the Head of Office on the cost planning process, including cost estimates, redeployment of funds as appropriate, staffing plans and justification of expenditures.
• Monitor OCHA Country Office expenditures against approved cost plans, ensuring regular verification and reconciliation of charges made by UNDP or other local service providers on behalf of OCHA.
• Monitor and follow up on outstanding NGO and UN Agency reports for grants and allocations provided to third parties.
• Ensure reporting on financial and administrative issues including for headquarters and donors.
• Assess and analyse needs for contributions from Donors, develop procurement plans and supervise purchases in coordination with UNDP or other local service providers, and OCHA Administrative Office.
• Provide information needed to respond to audit observations / findings.
• Provide administrative support and guidance to OCHA Country Offices in the region.
II. GENERAL ADMINISTRATION:
• Manage and monitor the administrative and finance unit of OCHA Country Office, through ensuring individual and unit work objectives and plans are met as well as providing, on a regular basis, solid support and guidance to administrative staff on the ground.
• Conduct and negotiate administrative agreements such as cost sharing arrangements, service provision, etc. with third parties, in particular, UNDP (OCHA’s main service provider for field-based activities).
• Oversee recruitment of national staff, including vacancy management and staff selection process.
• Participate in interview panels for recruitment of administrative personnel (both international and national).
• With Head of Office, elaborate staff development plans and identify training courses and other career development activities.
• Develop and manage orientation / induction programs for newly recruited staff members.
• Oversee and monitor logistical arrangements for OCHA regional / field offices, assets management, procurement, mission travels, workshops, conferences and seminars.
• Represent OCHA Country Office at inter-agency administrative meetings / forums / seminars.
• Ensure that the office premises are well maintained and provided with common services.
• Oversee the identification of office technology needs and maintenance of equipment, software and systems.
• Provide sound administrative surge capacity for other field and sub-offices as required.
• Perform other duties and/or assignments as required.
Competencies
• PROFESSIONALISM: Knowledge and understanding of humanitarian, emergency relief assistance and related humanitarian issues. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to develop sources for data collection. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet, and other databases. Ability to apply judgment in the context of assignments given, work under pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). 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.
• 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.
• 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.
• MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
Education
An advanced university degree (Master's degree or equivalent) in business or public administration, finance, accounting, law, or related field is required. A first-level university degree in combination with an additional two (2) years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven (7) years of progressively responsible experience in administration, finance, human resources management, or related area is required.
Experience in the field (actual setting where a mission and/or project is being implemented) in emergency situations (complex emergency or natural disaster) is desirable.
Experience in a humanitarian context in the UN Common System and/or other comparable international organization is desirable.
Experience in the Middle East and North Africa region is desirable.
Languages
French and English are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of Arabic is desirable.
Assessment
The evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of the funds. Staff members are subject to the authority of the Secretary-general and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. An impeccable record for integrity and professional ethical standards is essential.
External candidates (including OCHA temporary appointees and OCHA national field staff) who are selected for a position in field duty stations may be strategically placed on a fixed term appointment limited to a specific position or to a specific country office in accordance to the paragraph 2.2 (b) of administrative instruction ST/AI/2013/1 on the administration of fixed-term appointment which provides that an FTA may be granted to individuals who are "(b) Selected but not reviewed by a Secretariat review body for appointments limited to specific entities".
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
