Org. Setting and Reporting

This position is located in the Office of the Director. Finance Division, Office of Programme Planning, Finance and Budget Department of Management Strategy, Policy and Compliance (DMSPC). The Finance Division is responsible for securing the financing of the Organization’s expenses, pursuant to Article 17 of the Charter of the United Nations, and to ensure sound, effective and efficient integrated financial management of and reporting on United Nations resources, supported by a strong internal control environment. The Administrative Officer reports directly to the Special Assistant.


Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties: HUMAN RESOURCES MANAGEMENT • Coordinates and processes actions relative to the administration of human resource activities, e. g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training internship programme etc., ensuring consistency in the application of UN rules and procedures. • Provides advice and assistance to programme managers on staff and non-staff selection policy and Inspira matters ; prepares and reviews staffing table reports for purposes of vacancy management; BUDGET AND FINANCE • Takes the lead with respect to 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 and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. Coordinates the production of programme reports. •Defines programme, training and IT resource requirements and ensures cost effective utilization of program resources. •Develops procedures and implement same to ensure compliance and consistency of financial administration and management controls with UN policy and practice. • Provides guidance on financial administration and management information issues and practices to colleagues. • Provides guidance and supervision to more junior staff. GENERAL ADMINISTRATION •Supports the coordination of activities (including audit) within the Division; monitors implementation of work programmes and programmed activities to ensure timely delivery, facilitates project coordination within assigned areas, and liaises with other Departments as needed; reviews and provides input on drafts prepared by others. •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 analyses data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. •Assists with preparation of various written outputs, briefing notes, analysis, substantive input for complex reports and in preparation for intergovernmental bodies, senior management, auditors. •Performs other related work as required.


Competencies

• PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluate 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. • TEAMWORK: Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.


Education

Advanced university degree (Master’s degree or equivalent) 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.


Work Experience

A minimum of five years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. Experience working in a Front Office of a Senior Official is required. Working experience in data analysis and budget activities is desirable. Experience in coordinating and preparing presentations and concise briefing notes on complex issues for senior managers across various communication channels is required. Experience in programme/project management with the UN system or other international large organization is desirable.


Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. knowledge of French is desirable. Knowledge of another UN official language is an advantage.