ADMINISTRATIVE OFFICER

Contract

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 Senior Programme Management Officer.

Responsibilities Within delegated authority and under the supervision of the Senior Programme Management Officer, the Administrative Officer will be responsible for the following duties:

Human Resource Management

Effectively coordinates actions relative to the administration of human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training, UNVs, Contractors and Consultants. etc., ensuring consistency in the application of UN rules and procedures.

Defines conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance

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.

Provides support in preparing agreements and arrangements for funding and collaboration with other UN organizations, potential donors, beneficiaries, and host countries.

Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. In collaboration with the Finance and Budget Officer, coordinates the production of programme and donor reports.

General Administration

Provides overall administrative assistance to the Office for the preparation, conduct and follow up on all official mission travel and supports the planning and organization of high-level meetings and events in Nairobi and other locations.

Drafts guidelines, reports, and correspondence on a wide range of issues and ensures adherence to relevant UN rules and regulations and policies.

Provides advice and assists supervisors in areas of problem solving, dealing with ad-hoc issues that arise, and undertakes tasks and special projects.

Liaises with local authorities, UNON, RSCE, UN Agencies Funds and Programmes or other parties on behalf of Office.

Represents the Office at regular meetings with UN Agencies on common services issues

Reviews audit observations submitted and drafts appropriate responses in consultation with the Senior Programme Management Officer

Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation, and reporting

Reviews adequacy of Office space requirements

Oversees the identification of office technology needs and maintenance of equipment, software, and systems, coordinating enhancements as necessary.

Performs other duties, as assigned.

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.

- 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 & 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 is required. 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 Successful completion of degree or non-degree programs in data analytics, business analytics or data science programs is desirable.

Work Experience A minimum of five (5) years of progressively responsible experience in administration, finance, human resources management, procurement, project or programme management or related area is required.

Out of the five years, a minimum of three (3) years of experience working within the UN common system, or other similar international organizations is desirable.

Experience with the UN administrative policies and practices, staff and financial rules and regulations, staff and non-staff selection systems, managing staff tables, or similar human resources management is required.

Experience working with UMOJA is desirable.

Experience with rapid deployment and support to personnel on extensive mission travel 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.

Assessment Evaluation of qualified candidates may include an assessment exercise which will be followed by a 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.

This position is temporarily available until 28 January 2024 and is subject to availability of funds and/or extension of the mandate.

A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.

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 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.

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.