ADMINISTRATIVE OFFICER

Org. Setting and Reporting

This position is located in Juba in the United Nations Mission in South Sudan in the Office of the Chief of Staff Field Support Office (UNMISS). Juba is classified in the "E" category and as a non-family duty station. The Administrative Officer FS-6 reports to the Senior Liaison Officer P-5 in the Field Support Office.

Responsibilities

Within delegated authority, the Administrative Officer FS-6 will be responsible for the following duties:

Human Resource: • Effectively coordinates actions relative to the administration of human resource activities including recruitment, placement, promotion, performance appraisal job classification reviews, separation of staff members, training etc. ensuring consistency in the application of UN rules and procedures. • Provides information on conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.

Budget and Finance: • Takes the lead with respect to the preparation of the work programme ensuring that financial resources are utilized to implement activities in accordance with the programme budget allotment • Liaises with and supports Strategic Planning Unit in assisting the Office Chief of Staff and Field Support Office in budget preparation. • Monitors and reviews the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. • Coordinates and contributes to the production of mission reports, fact sheets, briefing notes. • Defines requirements and works with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources particularly in the field offices. • Develops procedures and implements same to ensure that accounting and financial management controls are consistent with UN policy and practice. • Supervises and/or provides guidance on financial administration and management information issues and practices to colleagues. • Liaises with the budget and finance section as directed by the OCoS /FSO. • Provides guidance and leadership to more junior staff particularly in FSO.

General Administration: . Oversees work related to procurement, billing, and receipt of income from various services, operational travel programme, procurement and monitoring and evaluation of vendor contracts/payment to vendors and individual contactors for services. • Reviews adequacy of departmental space requirements. • Oversees the identification of office technology needs and maintenance of equipment, software, and Systems. • Organizes, coordinates, and oversees all events, meetings, and functions for OCOS. • Processes MOP and other official travel related requests as required. • Performs other duties as required.

Competencies

Professionalism: Knowledge and familiarity with the United Nations structure, administrative, budgetary, and financial and human resources policies and procedures and documentation Analytical skills of cross cutting substantive and operational issues in peace keeping /peacebuilding missions. Familiar with the planning cycle, and the range of approaches taken in different parts of the UN system in post conflict settings. Strong interpersonal skills, including the ability to manage challenging multi-stakeholder processes. Ability to identify issues, formulate opinion, make conclusions and recommendations. Values diversity and works effectively with colleagues and contacts in the immediate and wider teams in pursuit of objectives. Varies language and content to ensure understanding of audience. Facilitates others to solve problems. Anticipates and manages risks. 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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma required. Technical or vocational certificate in administrative services, finance, human resources, business administration, information management systems or personnel management is required.

Job - Specific Qualification

Not available.

Work Experience

At least ten (10) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields, of which three (3) years should have been at a supervisory level is required. The minimum years of experience is reduced to five years for candidates who possess a first level university degree.

Experience in international operations in a post-conflict environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the positions advertised, fluency in oral and written English is required.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

Qualified women that meet the requirements of this job opening are particularly encouraged to apply and will be given full consideration in accordance with the United Nations efforts to increase women participation in its workforce.

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.