>ADMINISTRATIVE OFFICER, P4
>ADMINISTRATIVE OFFICER, P4
Org. Setting and Reporting
This position is located in the Office of the Special Envoy of the Secretary-General for Yemen (OSESGY), duty Station Amman, Jordan, and is integrated in the combined mission support function for OSESGY and the United Nations Mission to support the Hudaydah Agreement (UNMHA). The Administrative Officer P-4 reports to the Chief of Mission Support.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties:
· Acts as adviser on management matters pertaining to human resources, budgeting, financial and general administration.
· As directed, develops, prepares, and monitors work plans, strategies and assigned programme areas for the administrative activities of the Mission and assists in securing the required human and financial resources.
· In cooperation with other offices of the Mission, plans and forecasts the personnel, financial and logistical requirements of all Mission components. Exercises budgetary and administrative controls.
· Certifies mission expenditure using delegation of authority granted by the UN Controller and reports on administrative, logistical and financial matters accordingly.
· Drafts guidelines, reports and correspondence on a wide range of issues for the Chief of Mission Support and ensures adherence to relevant UN rules and regulations and policies.
· Drafts responses to correspondence required from the Chief of Mission Support on administrative/policy documents.
· Provides advice and assists supervisors in areas of problem solving, dealing with ad-hoc issues that arise, and undertakes tasks and special projects, such as Security/Evacuation Plan, welfare activities, etc. as requested.
· Undertakes evaluation of support provided by the Mission Support Division to the various parts of the Missions.
· Monitors implementation of Audit/Board of Inquiry recommendations.
· Assists the in the supervision of Air Safety matters in the Mission as well as coordination of Security operations in the Mission.
· Supports the Office of the Chief of Mission Support in liaising with the Offices of the Special Envoy, and the Head of Mission (UNMHA) as well as Chiefs of Sections and Units on administrative issues/activities.
· Liaises with local authorities, UN / Agencies / Funds and Programmes or other parties on behalf of Mission Support Division.
· Represents the Mission Support section/unit at regular meetings with other UN Agencies as requested.
· Maintains direct liaison with External Auditors.
· Reviews audit observations and drafts appropriate responses in consultation with the Chief of Mission Support and the Senior Administrative Officer.
· Supports the Office of the CMS with events planning and organizing.
· Manages coordination and liaison activities with regard to regional actors, involving supporting VIP visits, managing clearances, arranging meetings etc.
· Manages issuance of official correspondence between the missions and host/regional governments.
· Liaises with UN Humanitarian Air Service for administrative issues, payment, MOU etc.
· Coordinates emergency contingency planning in different duty stations.
· May represent Chief of Mission Support in various standing Boards and Committees, such as Property Survey Board (PSB), Claims Review Board (CRB), and may act as alternate / Chairperson of the Local Committee on Contracts.
· Performs other duties, as assigned.
Competencies
PROFESSIONALISM: Knowledge of administrative, budgetary, financial, and human resources policies and procedures. Demonstrated in-depth technical knowledge of all aspects of administration with proven analytical skills. 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; Hands on experience with UN administrative/financial policies and practice is an asset, 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.
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.
Education
Advanced university degree (master’s degree or equivalent) in business or public administration, human resources management, finance, accounting, or related field. A first- level university degree with two additional years of qualifying experience may be accepted in lieu of an advanced university degree.d university degree.
Work Experience
At least seven (7) years of progressively responsible experience in human resources, budget, finance or general administration, and field operations is required.
Experience in providing guidance to Senior leadership, monitoring compliance of KPIs and engaging in addressing performance issues is required.
A minimum of five years of demonstrated experience in leading a multi-disciplinary team with supervisory function in an international organizational setting and conflict/post-conflict environment is required.
Experience in handling complex organizational issues at the international level is desirable.
Experience with UN administrative/financial policies and practices is desirable.
UN field mission experience is desirable.
Experience coordinating and arranging conferences/Events involving high level internal and external counterparts is desirable.
Experience managing a regional or field operation is desirable.
Experience coordinating and liaising with external regional stakeholders is desirable.
Languages
English and French are the working languages of the UN Secretariat. For this post fluency in English and Arabic (both oral and written) is required.
Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
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.
Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
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.
