ADMINISTRATIVE OFFICER

Contract

This is a P-4 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be between 146,826 USD and 189,301 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting Within the United Nations Stabilization Mission in the Democratic Republic of Congo (MONUSCO), this position is located in the Office of the Chief, Operations and Resource Management, Mission Support Division, in Kinshasa. The incumbent will report directly to the Chief, Operations and Resource Management.

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

Human Resource Management

• Initiates and coordinates actions covering the entire span of human resource activities, e.g., recruitment, performance appraisal, training, etc., as they relate to the Operations and Resource Management (ORM) pillar in general, and in the Office of the Chief in particular, ensuring consistency in the application of UN rules and procedures.
• Reviews the staffing table of the ORM and advises the Chief of the pillar for planning purposes.
• Leads, oversees and coordinates the preparation and implementation of the work programme and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. Acts as the Secretary of the pillar meetings and liaises with relevant parties.

Budget and Finance

• Monitors and controls budgetary allocations through regular reviews; drafts routine and ad hoc outputs; and provides effective monitoring reports and data. Identifies deviations from plans and proposes corrective measures.
• Acts as Certifying Officer for assigned budgets and cost centers.

General Administration

• Implements and monitors support services, including procurement of supplies and services, transport, travel and traffic, communications, engineering and information technology support for Kinshasa HQ operations.
• Monitors implementation of management projects at all stages, including the analysis of implementation difficulties and initiating remedial actions.
• Prepares and reviews incoming documentation, provides advice to Chief; drafts periodic progress reports and briefing notes for senior management team.
• Acts as focal point for oversight and audit matters for ORM pillar.
• Supports formulation and implementation of the risk management process in accordance with the Organization's Enterprise Risk Management (ERM) Policy, including the integration of Business Continuity Planning.
• Coordinates reporting on the senior managers' compacts and end-of-cycle performance assessments and reporting.
• Drafts and /or reviews substantive correspondence as well as briefing notes, talking points, meeting notes, presentations for the Director and to senior management to ensure clear, coherent and consistent communications from the Division.
• Assists in the preparation of reports for presentation to intergovernmental body such as the Advisory Committee on Administrative and Budgetary Questions (ACABQ), the General Assembly (GA) and other policy-making organs.
• Provides expert guidance and leadership to more junior staff.
• Supervises a staff team and/or provide advice to others on administration and management information issues and practices to colleagues.
• Acts as pillar focal point for UNHQ corporate initiatives such as Change Management initiatives, etc.
• Maintains and administer the gift registry in accordance with relevant provisions.
• Supports the Chief, Operations and Resource Management in liaising with UN Agencies, Funds and Programmes located in DRC and advises on inter-agency coordination matters in the area of administration and management.
• Performs other related duties as required, i.e. Act as alternate security focal point and coordinate the pillar ’s crisis management planning and activities.

Legal

• Supports the Chief, Operations and Resource Management in liaising with mission Legal staff on matters relating to Host Country Provisions including Privileges and Immunities, Finance and Administrative Arrangements, etc.
• Provides advice on diverse substantive and procedural questions of considerable complexity, which may include those related to administration and management, host country matters and institutions support.
• Advises on and prepare contracts and other legal documents, such as letters of agreement, trust fund agreements, host country agreements, memoranda of understanding, etc.

• Contributes to review and design of new or new applications of legal instruments, policies, guidelines, etc.; reviews legal documents, including contracts for both services and construction, instruments, or other material; identifies important issues, similarities and inconsistencies.

  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.

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.

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 Advanced university degree (Master’s degree or equivalent) in business or public administration, finance, accounting, law or related area is required. A relevant first-level university degree in the above fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience A minimum of seven years of progressively responsible experience in administration, finance, human resources management, facilities management, or related field is required.

A minimum of five years of demonstrated experience in leading a multi-disciplinary team with supervisory function in an international organizational setting and conflict/post-conflict environment is required.

Experience in leading change management projects with a broad range of stakeholders/clients including senior management; substantive programme managers; agencies, funds and programmes; staff representatives; and colleagues from other departments is desirable.

Experience in making presentations to senior management, and external stakeholders on key initiatives and projects is desirable.

Experience working in executive/front office(s) of senior management with a coordination function on key initiatives and strategy development projects 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 French is an advantage.

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

Special Notice - This position is temporarily available. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. - While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. - 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. - Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. - This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. - Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. - Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.