ADMINISTRATIVE OFFICER
New York City
- Organization: UNDOS - United Nations Department of Operational Support
- Location: New York City
- Grade: Mid level - P-4, International Professional - Internationally recruited position
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Occupational Groups:
- Operations and Administrations
- Closing Date: Closed
Org. Setting and Reporting
This position is located in the Headquarters Client Support Service (HQCSS), Division of Administration, (DOA), Department of Operational Support (DOS), New York. The Administrative Officer will report to the Chief, HQCSS. The HQCSS also provides administrative support to the Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict, the Office of the Special Representative of the Secretary-General on Violence Against Children, the Office of the Special Representative of the Secretary-General on Children and Armed Conflict, the Ethics Office, the Global Compact Office, the Human Security Unit, the Office of Administration of Justice, the Office of Information and Communications Technology, the Office of the United Nations Ombudsman and Mediation Services, the Office of Special Envoy for Haiti, the Office of Victims' Rights Advocate, the Office of Special Coordinator on Improving the United Nations Response to Sexual Exploitation and Abuse, the United Nations Office for Partnerships,the Office of the Secretary-General’s Envoy on Technology, the United Nations Alliance of Civilizations, as well as to the liaison offices of the United Nations Office on Drugs and Crime and the United Nations Convention to Combat Desertification in New York and the United Nations Institute for Training and Research. In line with the Secretary-General's management reform report, DOS focuses on operations, services, transactions and surge support to entities in weak environments. It will service and support the entire Secretariat - at Headquarters, the regional commissions and offices away from Headquarters and in the field.
Responsibilities
Within delegated authority, the Administrative Officer will be responsible for the following duties: • Reviews and prepares annual departmental budgets and performance reports (Support Account and Regular Budget); • Reviews and prepares annual departmental Strategic Framework; • Provides advice to managers and staff on the application of financial rules and regulations; monitoring and control of expenditures for all accounts including trust funds to ensure efficient and proper use of resources; • Reviews and certifies travel requests, expense reports, payment requests and invoices; oversee the trust fund administration including review of contribution agreements and preparation of financial statements; • Serves as focal point for Umoja organizational management, funds and grants management as well as role mapping issues for all supported offices. • Assists the Executive Officer and programme managers to defend the Department's budget proposals before the responsible legislative committees. • Provides general administrative support to the above offices, including management of office space and equipment, acquisition and distribution of furniture and equipment and office supplies. • Supervises the team responsible for finance, budget, trust fund, travel and general administrative support. • Performs other related work as required.
Competencies
• PROFESSIONALISM: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Knowledge of UN financial regulations, rules, established policies and procedures. 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; 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 • 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
An Advanced university degree (Master's degree or equivalent degree) 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.
Job - Specific Qualification
Not available.
Work Experience
A minimum of seven years of progressively responsible experience in administration, budget, finance, accounting, financial management, trust fund management or related field is required. A minimum of five years of experience in the management of extra-budgetary resources, including developing and managing cost plans, financial reporting and establishing related processes and procedures for clients is required. A minimum of three years of experience in establishing and managing processes and procedures related to the travel of Member States/government representatives or similar officials, is required. Experience in budget formulation, presenting and discussing budget proposals with intergovernmental bodies, reporting and financial management is required. Experience in reviewing and managing financial agreements is required. Experience working with strategic management, project management, implementing partner management and financial modules of an Enterprise Resource Planning (ERP) systems such as SAP or equivalent is desirable. Experience working in an Executive Office of the United Nations Secretariat or similar international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations 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 funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. • Staff members are subject to the authority of the Secretary- General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. • 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. • At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. • Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professional's programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. • Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. •Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP
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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
This vacancy is now closed.