ADMINISTRATIVE OFFICER

  • Location:
  • Salary:
    negotiable
  • Job type:
    Temporary
  • Posted:
    2 weeks ago
  • Category:
    Administration
  • Deadline:
    November 29, 2022

JOB DESCRIPTION

Posting Title: ADMINISTRATIVE OFFICER (Temporary Job Opening), P4 (Temporary Job Opening)
Job Code Title: ADMINISTRATIVE OFFICER
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 23 November 2022 – 29 November 2022
Job Opening Number: 22-Administration-UNOG-195722-J-Geneva (G)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Executive Office, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The Administrative Officer will report to the Executive Officer.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:
Human Resource Management
– Initiates and coordinates actions covering the entire span of human resource activities: internship programme, training programmes including monitoring of the outreach activities and external training for upgrading substantive and IT skills programme, induction programme for newcomers, performance appraisal, ensuring consistency in the application of UN rules and procedures
– Provides expert advice on available training programmes, resources and conditions for application to staff in the division
– Represents the Executive Office in the various administrative meetings
– Reviews post incumbency reports for purposes of vacancy management and staffing table control
– Leads, oversees and coordinates the preparation and implementation of the training programmes and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources.

Budget and Finance
– Initiates and conducts studies to improve budget reporting systems and cost-effective utilization of training, telecommunication and procurement resources.
– Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
– Establishes and maintains a set of procedures, standards and tools which are consistent with UN policy and practice in order to ensure proper accounting, financial management and control.

General Administration
– Implements and monitors support services, including procurement of supplies and services; information technology support; and provision of local utilities and service requirements.
– Supervises a staff team and/or provide advice to others on various administrative issues and practices to colleagues.
– Produces major/complex reports for management.
– Provides expert guidance related to procurement, monitors and evaluates vendor contracts/payment to vendors and individual contractors for services.
– Performs other related duties as required, e.g., reviews adequacy of Divisional space requirements and technology requirements and verification of resources and liaises with the stakeholders in the Division and in the Division of Administration.
– Performs other related work as required.

Competencies

PROFESSIONALISM:
Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various 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; 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.

TECHNOLOGICAL AWARENESS:
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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 qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

At least seven (7) years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required.

Out of these, at least four (4) years within the United Nations Common System is desirable.

Experience with Enterprise Resource Planning (ERP) systems and coordination of outreach and training activities is desirable.

Experience in creating complex reports and dashboards in Power Bi is desirable.

Experience in coordination and microplanning associated with the implementation of a big scale project, such as the Strategic Heritage Plan at UNOG is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is available for an initial duration of six (6) months, with a possibility of extension, starting as soon as possible. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.