ADMINISTRATIVE OFFICER

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Office Of The Special Envoy Of The Secretary-General On The Great Lakes Region

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Application deadline 2 years ago: Sunday 6 Feb 2022 at 23:59 UTC

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This is a NO-3 contract. This kind of contract is known as National Professional Officers. It is normally only for nationals. It's a staff contract. More about NO-3 contracts.

Org. Setting and Reporting In February 2013, 11 nations signed the Peace, Security and Cooperation (PSC) Framework for the Democratic Republic of the Congo (DRC) and the region, in a renewed drive to end the recurring cycles of devastating conflict in eastern DRC which impacts stability and development in the Great Lakes area of Africa. On 31 January 2014, two more countries, Kenya and Sudan, became signatories of the PSC Framework. The framework aims to help "address the root causes of conflict and put an end to recurring cycles of violence" in eastern DRC and the Great Lakes Region. In its Resolution 2098 (2013), the Security Council welcomed the signing of the PSC Framework. It called on the Special Envoy, in coordination with the Special Representative for the DRC to "lead, coordinate and assess the implementation of national and regional commitments under the PSC Framework, including through the establishment of benchmarks and appropriate follow-up measures".The Security Council further encouraged the Special Envoy to "lead a comprehensive political process that includes all relevant stakeholders to address the underlying root causes of the conflict". This position is located in The Office of the Special Envoy of the Secretary-General for the Great Lakes Region and is based in Nairobi. The Administrative Officer will report to the Chief of Staff, O/SESG-GL Nairobi

Responsibilities Within delegated authority and under the supervision of the Chief of Staff, the Administrative Officer will be responsible for the following tasks: Budget & Finance:- - Supervises and provides guidance on financial, administrative issues and practices to colleagues; prepares and updates regularly the office's cost plan; coordinates and prepares budgets for ongoing projects; reviews and analyses expenditures, in close collaboration with the Budget and Finance unit in UNHQ, RSCE and UNON; Identifies issues and proposes corrective action. Oversees the review of unliquidated obligations for the regional office. Oversees the preparation of vendor profiles in Umoja and requisitioning for purchases up to 10,000 USD for the office, the preparation of service entry sheets, and vendor and service provider's payments; Reviews bills to service providers and vendors, including utility bills. - Develops the work programme of the administrative unit - determining priorities, and allocating resources for the completion of outputs and their timely delivery, setting clear targets and indicators for his/her unit, and supervising and monitoring performance of the unit and staff against these targets. Ensures that the outputs produced by his/her unit maintain high-quality standards and reflect a strong client orientation. Gathers and documents regular and systematic feedback from clients, and proposes corrective action to address identified gaps and challenges. Acts as the office reference point on all administrative matters including travel, human resources, procurement, finance and budget. Provides advice to staff and management in the office on matters related to administration, by liaising with UNHQ, RSCE and UNON, as needed. Contributes to Standard Operating Procedures (SOPs) developed by Management Section and ensures that SOPs are circulated and understood by staff members in the office. Liaises with internal and external partners on matters related to administration, human resources, procurement, finance and budget, as per delegated authority; collaborate with UNDSS to ensure that MOSS compliance is implemented and adhered to by the office. - Oversees the organization of meetings and conferences including ensuring that events undertaken by the office are effectively carried out in cooperation with administrative and finance partners. Oversees the registration of meeting participants, including in UMOJA, including travel and related-expense reports, and the logistics surrounding the organization of meetings and conferences (room booking, invitations, security, visas, protocol, hospitality etc); oversees identification of IT needs and maintenance of equipment, software and systems Human Resource Management:- - Works closely with the Human Resources staff, to ensure efficient management of human resources, including consultants and other non-staff resources. In particular, oversees the the provision of office equipment, ID, visas, work permit, etc. and relevant databases/emails accesses. Approves shopping carts for consultants and ICs in UMOJA. Monitors the contracts of staff members and consultants in the office and liaises with the Human Resources Unit, as needed. Oversees the separation and clearance process of staff members in the region. Assists with the monitoring of performance management compliance and with career support and staff development through reporting training attendance for staff in the office, including the mandatory UN training courses. - In close cooperation with the Administrative management unit in UNHQ, RSCE and UNON, is responsible for all activities related to the opening and closing of offices and presences in the region, as needed; Drafts and reviews the local contracts including MoUs with service providers, IT support, photocopier, printing, etc. in line with the UN rules and standard practices; Oversees administrative records management in the office; Review the contract-related invoices before approval by the Chief of Staff and payment by the Finance and Budget unit in Nairobi and Regional Service Center in Entebbe. Ensures there is an updated travel guide available for duty stations in the region including all relevant information. - Oversees the implementation and compliance with UMOJA processes in the region. Provides guidance, training and UMOJA assistance to staff members on issues related to login, the processing of their benefits and entitlements in Employee self-service, travel and ticketing administration, finance and procurement processes. Focal point for UMOJA role mapping in the office. General Administration: -Performs other related administrative duties, as required (e.g. operational travel programme, monitoring accounts and payment to vendors/individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems). Work within work unit, human resources, administration and accounting, staff in Headquarters and counterparts in other UN agencies. - May be asked to perform other related duties.

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 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. 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 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 clien

Education 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 Experience working with ERP systems is required.

Work Experience A minimum of 5 (five) years of progressively responsible experience in finance, administration, human resources, procurement or related field is required. Experience working with ERP systems is required. Knowledge and familiarity of UN work processes is desirable

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

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

Special Notice Recruitment against this position is on a local basis. Candidates for positions in the National Professional Officer category must be nationals from the country of the duty station. 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.Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Ce poste est soumis à recrutement local en application de la disposition 4.4 du Règlement du personnel de l’Organisation des Nations Unies. Tous les agents des services généraux et catégories apparentées sont recrutés dans le pays où se situe le bureau de leur affectation ou dans les localités proches, quelle que soit leur nationalité et compte non tenu du temps qu’ils ont passé dans ledit pays avant leur recrutement. Le fonctionnaire nommé à un poste soumis à recrutement local n’a pas droit aux indemnités et prestations réservées aux fonctionnaires recrutés sur le plan international.

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.

Added 2 years ago - Updated 2 years ago - Source: careers.un.org