ADMINISTRATIVE OFFICER

Org. Setting and Reporting

This post is located in the Integrated Training Service (ITS), Policy, Evaluation and Training Division (PETD), Department of Peace Operations. The Administrative Officer reports to the Chief of ITS.

DPET is mandated to develop and disseminate the policy and doctrine guiding the work of peacekeeping, including through the design, development and delivery of training. In addition, at the request of the Heads of Departments, DPET evaluates how the policies are applied, gathers lessons learned as well as best practices, in order to use the information as a guide in the development, coordination and delivery of standardized training, thereby completing the learning cycle. DPET is also responsible for developing and maintaining strategic cooperation with various UN and external partners in this regard. ITS specifically supports the mandate of DPET through the design, development and delivery of training.

Responsibilities

Within delegated authority, the Administrative Officer will be responsible for the following duties:

• Participates in the development of the annual work programme.
• Prepares budget submissions and ensures 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 in Umoja to assess progress of actual work versus the programme plan.
• Coordinates the production of programme reports.
• Defines requirements and works with offices with respect to improving budget reporting and cost effective utilization of programme resources.
• Acts as Certifying Officer as per Delegation of Authority for funds managed by ITS.
• Supervises and/or provides guidance on financial administration and management issues and practices to colleagues.
• Manages and monitors donor funds for peacekeeping training.
• Plans, manages and maintains the support account funds for peacekeeping training for DPO, Department of Operational Support (DOS) and ITS.
• Prepares, manages and maintains Department of Management Strategy, Policy and Compliance (DMSPC) training learning and career development funds in support of the training for DPO staff members at headquarters.
• Coordinates actions relative to the administration of human resources (e.g. recruitment, placement, promotion, extensions, performance appraisal, separation of staff members, consultancies), ensuring consistency in the application of UN rules and procedures.
• Assists in the preparation of reports and responses to observations and questions from auditors and other administrative oversight bodies.
• Monitors follow-up to audit recommendations.
• Assists programme managers facilitating the use of standard UN monitoring tools such as Human Resources Scorecard.
• Provides guidance to Training Focal Points on matters related to funding allocated to training.
• Ensures proper review and clearance of all funds for training activities, including consultancy, travel, training materials, supplies and services.
• Contributes to and participates in the planning, coordination, conduct, evaluation and reporting on peacekeeping training activities including workshops, courses, and seminars conducted for UN field missions and for Member States both in UN mission headquarters and in Member States.
• Ability to travel to field missions and Member States.
• Performs other general administration functions and ad-hoc assignments.

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 evaluation 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.

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.

Education

An advanced university degree (Master’s or Doctorate degree, or equivalent) in business administration, finance, accounting, human resources, or related fields is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work 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 fields is required.

Experience working with SAP or PeopleSoft/Oracle based ERP systems, such as Umoja and
Inspira is required.

Experience in a peacekeeping operation is desirable.

Languages

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

Assessment

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

Special Notice

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.

The appointment or assignment and renewal therefore subject to the availability of the post or funds, budgetary approval or extension of the mandate.

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.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals 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.

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.