ADMINISTRATIVE OFFICER

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    4 months ago
  • Category:
    Administration
  • Deadline:
    22/11/2023

JOB DESCRIPTION

Job Opening
Job Opening ID217298
Job Network : Management and Administration
Job Family : Administration
Category and Level : Field ServiceFS-6

Duty Station : NAIROBI

Department/Office : United Nations Support Office in Somalia
Date Posted : Nov 8, 2023
Deadline : Nov 22, 2023
Org. Setting and Reporting
This position is located in the Immediate Office of the Director within the United Nations Support Office in Somalia (UNSOS), based in Nairobi. The Administrative Officer will directly report to the Senior Administrative Officer (SAO).
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties; Human Resource Management • Serves as first reporting officer and primary supervisor for the staff of the audit response unit. • Acts as the primary point of contact on all matters relating to the oversight bodies (United Nations Board of Auditors (BOA), Joint Inspection Unit (JIU) and Office of Internal Oversight Services (OIOS) and the Audit Response Unit/Department of Operational Support (DOS). • Oversees the preparation and implementation of the annual work plan of the Audit Response Unit to ensure work priorities and objectives, taking into account the most effective use of resources. Budget and Finance • Defines requirements and works with sections and units with to improve budget reporting systems and cost-effective utilization of programme resources. • Develops and implements procedures to ensure that accounting and financial management controls are consistent with UN policy and provisions. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • 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. General Administration • Reviews adequacy of field mission’s space requirements. • Effectively coordinates the actions related 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. • Oversees the identification of office technology needs and maintenance of equipment, software and systems, coordinating enhancements as necessary. • Documents, evaluates and tests systems and controls to determine their adequacy and effectiveness to ensure (i) compliance with policies and procedures, (ii) accomplishment of management’s objectives, (iii) reliability and integrity of information, (iv) economic use of resources, and (v) safeguarding of assets. • Coordinates initial arrangements for oversight assignments, including provision of facilities, access to systems, planning, and preparation of documentation. Brief auditors on accounting, financial control and reporting procedures. • Review responses to oversight recommendations and advises the Senior Administrative Officer on implementation of recommendations, within the Mission risk management framework, and identify solutions to issues arising from recommendations. • Identify systemic issues, drawing from lessons learned, and develop guidelines for the conduct of mission self-assessment reviews. • Manages the repository of all audit and associated records; • Leads and monitors the implementation of recommendations of oversight bodies including BOA and OIOS. • Performs other related work as required.
Competencies
Professionalism: 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. Teamwork: Works collaboratively with colleagues to achieve organizational 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. 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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is required.
Work Experience
At least ten (10) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which three (3) years should have been at a supervisory level is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is (both oral and written) is required.
This job has expired.