ADMINISTRATIVE OFFICER

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    4 months ago
  • Category:
    Administration
  • Deadline:
    25/12/2023

JOB DESCRIPTION

Job Opening
Job Opening ID219350
Job Network : Management and Administration
Job Family : Administration
Category and Level : Administrateurs et des fonctionnaires de rang supérieurP-3

Duty Station : NEW YORK

Department/Office : Office of Internal Oversight Services
Date Posted : Nov 8, 2023
Deadline : Dec 22, 2023
Org. Setting and Reporting
This position is located in the Administrative Unit of the Investigations Division (ID) of the Office of Internal Oversight Services (OIOS) in New York. The incumbent will report to the Training Officer, who in turn reports to the Director of ID/OIOS. OIOS is the internal oversight body of the United Nations and assists the Secretary-General in fulfilling his oversight responsibilities in respect of the resources and staff of the Organization through the provision of audit, investigation, and inspection and evaluation services. ID/OIOS investigates reports of possible violations of rules, regulations, mismanagement, misconduct, waste of resources and abuse of authority.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties: • Monitors and ensures the implementation of the Division’s workplan in terms of human resources management, recruitment and workforce planning, procurement, budget management, IT, and office space requirements. • Supervises and monitors the work of the Administrative Unit in undertaking the full range of administrative activities. • Prepares reports and participates or leads special projects related to the work of the Unit. • Advises the Director and the Training Officer on the development, modification and implementation of United Nations policies and practices. • Collects and analyzes 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. • Provides administrative guidance to onboarding staff and advice to all staff members of the Division. HUMAN RESOURCES MANAGEMENT • Effectively coordinates actions relative to the administration of 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. BUDGET AND FINANCE • Takes the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilised 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 requirements and work with systems units with respect to improving budget reporting systems and cost effective utilisation of program resources. • Develops procedures and implement same to ensure that accounting and financial management controls are consistent with UN policy and practice. GENERAL ADMINISTRATION • 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. • 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. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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
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. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.
Job – Specific Qualification
Not available.
Work Experience
A minimum of five (5) years of progressively responsible experience in administration, finance, accounting, human resources management or related field is required. Experience in applying administrative/budgetary policies and practices, financial regulations and rules, including budget submissions and performance reporting, is required. Experience using an Enterprise Resource Planning (ERP) system, such as SAP or an equivalent, is required. Experience using a Talent Management system, such as Inspira is required. Experience in drafting official responses to member states and decision-making entities is required. At least two (2) years of experience supervising support staff is required. Experience working in the United Nations common system or similar international organization is desirable. 2 years or more experience in data analytics or related area is desirable.
Languages
Fluency in one of the working languages of the UN Secretariat, English (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is desirable.
This job has expired.